OFF48 Bidders Response Form amended 4.5.22.xlsx

NOTE TO BIDDER

NOTE TO BIDDER:

This is the Bidder Response Form for the OFF48 Print, Copy, Mail Services and Printed Promotional Products RFR. Use the tabs below to move through each portion of the response form. Bidders must complete the "Bidder Information" tab, "Bidder References" tab, the category tab(s) for any category being bid, the EPP Form tab, and the SDP Form tab. Failure to provide all of the requested information may result in your response being disqualified. Any questions must be posted to COMMBUYS through the “Bid Q&A” tab.

Thank you -The OFF48 Print, Copy, Mail Services and Printed Promotional Products Strategic Sourcing Team

Bidder Submission Checklist

Bidder Information Bidder References

Bidder Information

Each gray box is a response field Example: Company Name, Inc.

2. Contact Person(s) (provide at least one contact person and list additional contacts where applicable)

Awarded Contractors are responsible for reporting quarterly sales and diversity spending as well as ensuring payment of the 1% OSD Administration Fee. Any changes to any Contractor contacts must be communicated to the OFF48 Contract Manager.

This name should be same as COMMBUYS contact and will be listed in the Contract User Guide.

7. Geographic Coverage (answer Yes/No) RFR Section (3.4)

Bidders must respond to indicate what type of geographic service they will offer on contract. Respond below to indicate if you are offering Statewide Service or select the counties you can service. If awarded, the bidder must service all cities and towns in the chosen service area(s). If the Bidder cannot provide Statewide Service, please explain.

Please explain why you cannot provide Statewide service. Disregard if 'Statewide Service' selected above.

8. Company experience: Please provide company details including company experience as it relates to large commercial or government accounts, number of employees, and a brief description of available services as it relates to this RFR. Use the box below for the answer. The box will expand to accommodate your response. (RFR Section 2.1)

9. Do you have field sales and service support available upon request that can provide local/regional representation. Use the box below for the answer. The box will expand to accommodate your response. (RFR Section 2.1)

11. Financial information : Please provide a brief overview of the the bidder’s financial strength and reliability. Bidders may also provide other financial information to attest that, if awarded a contract, the bidder would be able to meet its obligations to the Commonwealth. Bidders must include any bankruptcy filings, lawsuits and outstanding tax compliance issues. This information should be provided in the form of a narrative. (RFR Section 2.4)

12. Adverse conditions. The Bidder shall submit, if applicable, a description of any and all investigations, indictments or pending litigation by any federal, state or local jurisdiction relating to the Bidder, any officer, director, partner or member thereof, any affiliate or any related company. If this does not apply please put “n/a” below.

13. Insurance. Describe your company’s liability (general and auto), property, personal injury and worker’s compensation insurance, including the limits, in the lines below.

Answer (Yes/No):

Bidder References

Each gray box is a response field Example: Company Name, Inc.

Reference Company/Entity Name Contact Person Name (First Last) Phone (###) ###-#### Email

EPP Form

The Commonwealth considers such initiatives part of the “best value” of procurement. Bidders have an opportunity to receive additional points in the evaluation phase of the RFR for the environmental initiatives they have identified. However, bidders must substantiate all answers in the space provided below or in an attachment in order to receive any additional points. If reference is made to an attached document, or a website, list the specific page and line to which information is referenced.

SDP

Supplier Diversity Program (SDP) Plan Form Required for All Bidders

Part I Bidder and Contact Information (Required)

Part II SDP Focus Statement (Optional)

Part V Additional Creative Supplier Diversity Initiatives (if any) (Optional)

Please describe any additional creative initiatives (if any) related to engaging, buying from and/or collaborating with diverse businesses.

FORM INSTRUCTIONS

Is this form required for your company?

Yes. If a bid solicitation includes this form, it is required for all Bidders without exception. This includes Bidders who are certified as a diverse business by the Supplier Diversity Office (SDO) or another organization. No contract shall be awarded to a Bidder without an SDP commitment (Part III of the form) that meets the RFR requirements.

Which parts of this form are required to be completed?

All parts marked as "Required" must be completed. For ease of use, all required fields are shaded in yellow. Bidders are encouraged to provide information in sections marked as “Optional” and may receive additional points for doing so. For ease of use, all Optional (desirable) fields are shaded in green.

Part I – Bidder and Contact Information (Required)

● Bidder Company Name: Enter your company name.

● Average Gross Revenue: Enter your company’s average gross revenue based on a 3-year average. If a company has been in business for less than 3 years, enter the average annual gross revenue for the period beginning from business inception.

● Main Contact for this Bid: Provide the contact information for the individual who should be contacted if the issuing department has questions about this form.

● SDP Reporting Contact (if awarded): Provide the contact information for the individual who should be contacted regarding your company’s SDP spending reports, if your company is awarded a contract.

Part II – SDP Focus Statement (Optional) Answer the questions. Note that, while important, diversity and inclusion initiatives related to your company’s workforce/human resources (hiring, retention, promotion, etc. of diverse personnel) will not be evaluated.

Part III – SDP Spending Commitment (Required) An SDP Commitment is the percentage of contract sales your company commits to spending with certified diverse businesses (SDP Partners). No contract shall be awarded to a Bidder without an SDP commitment that meets the RFR requirements. Unless otherwise specified in the RFR, the minimum required Total SDP Commitment is 1%.

The SDP Partner may be engaged in the following two ways (business-to-business relationship types):

● Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth. Such relationships typically, but not always, involve a formal written agreement between the SDP partner and the prime contractor.

● Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the prime contractor’s contract with the Commonwealth. In most cases, this type of partnership is related to the prime contractor’s general business or operational needs.

An SDP Partner is always another business; it may not be your own company. Contractors certified by the SDO or another recognized certification organization may not list their own organization or own subsidiary or affiliate as an SDP partner.

After contract award (if any), the Total SDP Commitment will become a contract requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. See the RFR for any additional commitment specifications.

Part IV – Proposed SDP Partners (Required) All SDP Partner(s) listed on the form must be certified in one or more of the certification categories listed in the data entry part of the form. Links to searchable databases of eligible SDP partners are also provided.

● Proposed SDP Partner Company Name: Provide the company name(s) of one or more of the SDP Partners your company proposes to utilize in order to meet its Total SDP Commitment.

● Relationship Type: See Part III instructions.

● Certification Category: Select the SDP Partner's certification category from the menu. For partners with multiple certification types, please select the one that is highest on the dropdown list.

● Certifying Organization: Provide the name of the organization that issued the proposed SDP Partner’s certification (e.g. the SDO, the U.S. Veterans Administration, another city or state certification office, the National Minority Supplier Development Council, the Women Business Enterprise National Council, etc.). Self-certification is not acceptable.

IMPORTANT: While SDP Partners that are not certified or recognized by the SDO may be listed, it is the responsibility of the Bidder to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO. The issuing department and the SDO will not conduct outreach to proposed SDP Partners to ensure their certification. Furthermore, no guarantee can be made that a proposed SDP Partner will be certified, or regarding the time it may take to process a proposed SDP Partner certification. It is always the responsibility of the Bidder to ensure they meet their SDP Commitment, and the SDO assumes no responsibility for any Contractor’s failure to meet its SDP Commitment.

● Product or Service: In brief, describe the product or service that will be provided by the proposed SDP Partner.

● Prior Year Spending (Optional) by the Bidder with the Proposed SDP Partner: If your company has already purchased from the proposed SDP Partner, provide information on up to three years of prior spending with the business.

Part V – Additional Creative Supplier Diversity Initiatives (Optional) Answer the question. Note that, while important, diversity and inclusion initiatives related to your company’s workforce/human resources (hiring, retention, promotion, etc. of diverse personnel) will not be evaluated.

Part VI – Certification (Required) Provide the information on the authorized individual completing or approving the information provided on the form.

Additional Resources

● More information about the Supplier Diversity Program (SDP) is available at www.mass.gov/sdp.

● More information about supplier diversity certifications is available at www.mass.gov/sdo.

https://www.vetbiz.va.gov/basic-search/https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspxhttps://www.vetbiz.va.gov/basic-search/ Category 1 - Print Bidder must answer all the questions below (unless stated otherwise)

PAPER STOCK

5. Indicate with an (X) below in the appropriate boxes whether your company post-consumer recycled content options. Please note that for some of the papers, it is a requirement of the contract to only offer the recycled content percentage listed below as highlighted by “required minimum specification”. In addition, indicate whether your company offers papers with the following certifications - Process Chlorine Free (PCF), Forest Stewardship Council (FSC), UL Ecologo, Green Seal:

CERTIFICATIONS

OTHER

Category 2 - Copy Bidder must answer all the questions below (unless stated otherwise)

PAPER STOCK

5. Indicate with an (X) below in the appropriate boxes whether your company post-consumer recycled content options. Please note that for some of the papers, it is a requirement of the contract to only offer the recycled content percentage listed below as highlighted by “required minimum specification”. In addition, indicate whether your company offers papers with the following certifications - Process Chlorine Free (PCF), Forest Stewardship Council (FSC), UL Ecologo, Green Seal:

CERTIFICATIONS

OTHER

Category 3 Mailing Bidder must answer all the questions below (unless stated otherwise)

Category 4 - Promo Products Bidder must answer all the questions below (unless stated otherwise)

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