OFF52 Bidders Conference .pdf

© 2023 Operational Services Division All Rights Reservedmass.gov/osd

Statewide Contract OFF52 Office, School and Library Furniture, Accessories and Installation Bidders’ Conference

Monday, December 18, 2023, 11:00 – 12:00 noon

@Mass_OSD mass.gov/osd2

Webinar Logistics

• Today’s presentation is being recorded.

• Please keep webcams off and audio on mute.

• Submit questions via the Chat feature. We will respond to questions at the end of today’s presentation.

• We will forward a copy of this presentation and a link to today’s recording to all attendees.

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Today’s Presenters

Gerard Dawson, Sourcing Manager Operational Services Division

Kelly Gollobin, Systems and Policy Trainer, Operational Services Division

Katherine Thomas, Training and Policy Manager, Supplier Diversity Office

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• This session is not a substitute for reading the Request for Response (RFR) document.

• General questions about the state’s bidding process, COMMBUYS registration, and the Supplier Diversity Program will be addressed at the end of today’s session.

• Questions about the RFR specifications must be submitted through COMMBUYS using the Q&A feature before the Q&A deadline.

o Refer to the Job Aid: Using the Q&A Tab within a COMMBUYS Bid

• Deadline for submission of written questions – 12/29/2023 5:00PM.

• Answers to Q&A published on 01/05/2024 5:00 PM (estimated).

• Contact the OSD Help Desk for technical assistance at 888-MA-State (627-8283).

Bid Logistics https://www.mass.gov/doc/using-the-qa-tab-within-a-commbuys-bid/download mailto:osdhelpdesk@mass.gov

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1. Overview of the Contract

2. RFR package and Evaluation Breakdown

3. Vendor Performance Measures

4. Training Resources

5. Overview of the Supplier Diversity Program (SDP)

6. Additional Resources

7. General Q&A

Agenda

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OFF52 Contract Categories

• Category 1: System Furniture (Workstations/Cubicles)

• Category 2: Seating

• Category 3: Office Furniture

• Category 4: Specialty Storage/Shelving

• Category 5: Preconfigured Walls, Cabinetry & Millwork

• Category 6: Early & Higher Education Furniture, Library & Dining Furniture

• Category 7: Dormitory/Residential/Healthcare - Behavioral Healthcare & Detention Facility Furniture

• Category 8: Ergonomic Accessories & Specialty/Custom Furniture

• Category 9: Refurbished & Reused Furniture

• Category 10: Quick Ship/Punch Out

• Category 11: Furniture Services – Project Management

• Category 12: Furniture Services – Installation, Repair & Storage/Inventory

Refer to the RFR for detailed descriptions

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• Effective Date: 04/15/2024

• Initial Term: 7 (seven) years

• Renewal/Reopening Options: 0 (zero) renewals and the SST has the option to reopen

• Maximum End Date: 04/15/2031

• Number of Contract Categories: 12 (twelve)

OFF52 Bid Overview

Statewide Contract OFF52 Office, School and Library Furniture, Accessories and Installation, replacing OFF38.

https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-24-1080-OSD03-OSD03- 95255&external=true&parentUrl=close https://www.mass.gov/media/1471791/download https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-24-1080-OSD03-OSD03-95255&external=true&parentUrl=close https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-24-1080-OSD03-OSD03-95255&external=true&parentUrl=close

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OFF52 Key Dates

Action Items Date

Deadline for Submission of Written Questions All questions must be submitted via COMMBUYS Q&A

12/29/2023, 5:00 pm ET

Bid Amendment Deadline Bid documents will not be amended after this date Bidders should refence the latest version of the bid package after this date.

01/09/2024

Deadline for Bid Responses Responses will not be accepted after this date and time All responses must be submitted via COMMBUYS Bidders should verify access to COMMBUYS prior to this date

02/07/2024, 2:00 pm ET

Refer to section 1.2 of the RFR for the complete estimated procurement calendar found in the bid posted in COMMBUYS.

https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-24-1080-OSD03-OSD03-95255&external=true&parentUrl=close

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What’s New with OFF52?

• Bidders will be required to carry a minimum of three manufacturing lines in each product category on which they bid

• A minimum of two of the manufacturers per category must have products available that hold a third-party EPP certification listed in the section 4.9.3 of the RFR

• Expanded Categories including, but not limited to:

• Dormitory and Residential

• Correctional Facilities

• Healthcare and Behavioral Healthcare Furniture

• Refurbished and Reused Furniture Options

• Quick Drop-ship Items

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OFF52 RFR Bid Response Submission Requirements

The following must be completed and submitted through COMMBUYS prior to the Bid open date. Failure to provide the requested information may result in your response being disqualified.

1. Bidder Response Form (includes the following tabs):

o Instructions o Submission Checklist o Bidder Profile and Qualifications o Bidder References o Environmental Practices Form

2. MA Department of Revenue Certificate of Good Standing

3. Supplier Diversity Plan (SDP) Form

4. Prompt Pay Discount (PPD) Form

5. Company Financial Written Narrative

6. Price Book (Pricing/Discount & Labor)

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RFR Bid Response Package Do’s & Don’ts

Do’s

• Submit your response prior to the submission deadline (Bid Opening Date)

• Thoroughly review your submission package

• Compete all required sections

• Attach all required documents

• Contact the OSD Help Desk for COMMBUYS assistance

• Submit your questions via COMMBUYS Q&A before the Q&A deadline

• Attend the following training sessions:

o How to Locate and Respond to Bid Solicitations in COMMBUYS o Demystifying the RFR: Understanding the Importance of the Request For Response

Don’ts

• Email your bid response

• Contact the purchaser

• Wait until the submission deadline to verify you are able to access COMMBUYS

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OFF52 Evaluation Criteria

Bidders must complete the Bidder Response Form, the associated tabs, and submit all other required forms listed in the RFR

• Manufacturers, Price, and Discount – 45%

• Supplier Diversity Plan – 25%

• Other Evaluation Components – 30% o EPP Specifications o Company Experience & References o Prompt Pay Discount o Dock Delivery Discount

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Environmentally Preferable Products (EPP) Procurement Program

EPP Program Overview

• Commonwealth of MA has a new climate cabinet level position; learn more about it at https://www.mass.gov/news/governor-healey-signs-executive-order-creating-massachusetts-first-ever-climate-chief.

• In 2009, Executive Order 515 establishing an Environmental Purchasing Policy for Executive Departments was signed.

• OSD Launched a new climate change initiative that reinforces a climate/environmental focus on all Statewide Contracts.

• View mass.gov/EPP for all the latest information.

Environmental Plan

• Awarded Bidders must agree to work with OSD and the SST to examine the feasibility of implementing an environmental plan throughout the life of the contract.

https://www.mass.gov/news/governor-healey-signs-executive-order-creating-massachusetts-first-ever-climate-chief https://www.mass.gov/news/governor-healey-signs-executive-order-creating-massachusetts-first-ever-climate-chief

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Environmental Specifications

• Vendors are encouraged to offer a robust selection of EPPs including, but not limited to, products with third-party environmental certifications (e.g., Cradle to Cradle, GreenScreen, BIFMA Level, UL GREENGUARD GOLD, LBC Red List Free, SCS Indoor Advantage Gold Certified, etc...).

• As part of the bidder response form, bidders must identify products that have a Health Product Declaration (HPD), Environmental Product Declaration (EPD) and third-party certifications standards or other environmental or climate attributes identified in the RFR and Environmental Practices Form.

• Price book – must identify products with third-party certifications standards or other environmental or climate attributes listed

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Environmental Practices Form

Must fill out the Environmental Practices Form to be responsive

• Bidders may be awarded evaluation points

• Do not leave any cells blank, all fields are required

• N/A is an acceptable response, but no points will be awarded

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Reporting Requirements

• Quarterly Sales, Supplier Diversity Program (SDP) expenditures, and Contract Administration Fee reports are required from all successful bidders.

• Vendors report on all sales activities with eligible entities each quarter.

• SDP is measured annually but reported quarterly.

• Contract is subject to a 1% Contract Administration Fee.

• Sales Reports & Administration Fees are both submitted and paid through the Vendor Report

Management portal. Sales Reports are due 30 days after the quarter ends; Admin Fees 45 days after the quarter ends.

• The secure payment center allows payments to be made via Automatic Clearing House (ACH) or by using one of the following credit cards: American Express, Discover, MasterCard and/or Visa.

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Contract Award Requirements

Once you receive notification you are an Apparent Successful Bidders, what's next?

• Complete the mandatory forms as requested in the notification email.

• All contract award forms must be signed by an Authorized Signatory on the Contractor Authorized Signatory Listing.

• The Company/Taxpayer name and legal address must be identical on all forms.

• All requested forms are required, even if you are an existing vendor on another Statewide Contract.

• Complete and submit the forms by the established deadline provided in the notification.

• The contract is finalized upon execution of the Standard Contract form by Operational Services Division (OSD).

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Contract Award Forms

• Standard Contract Form Review and let us know if edits are needed and we will correct and reissue this document.

• Massachusetts (not Federal) W-9 This form is distinct from the Federal W-9; the Federal W-9 will not be accepted.

• Contractor Authorized Signatory Listing Complete both pages and follow the instructions for notary or corporate seals.

• Authorization for Electronic Funds Transfer Complete Parts I through V. The EIN must match the EIN on the Massachusetts W-9 Form.

Part II Account Holder Information must be identical to the information provided on the Massachusetts Standard Contract Form.

© 2023 Operational Services Division All Rights Reservedmass.gov/osd

Training Resources

Kelly Gollobin

@Mass_OSD mass.gov/osd20

COMMBUYS Demo

• Find Training resources

• Locate the OFF52 bid

• Q&A Demo

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Vendor Registration

❑ Before you begin, gather the following:

▪ Tax ID – either FEIN or SSN (This cannot be edited!)

▪ Main Location Address

▪ Email Address

▪ Phone Number

▪ Business Structure: LLC, LLP, Corporation, Sole Proprietorship, etc.

▪ Business Type: For profit or non-profit

❑ Go to www.commbuys.com:

Consider adding the following UNSPSC (commodity code) associated with the OFF52: 56-11-15 Workstations & Office Packages, 56-11-21 Seating, 56-10-17 Office, 24-10-20 Shelving & Storage, 56-11-00 Commercial & Industrial, 56-12-00 Classroom, Instructional, & Institutional, 56-12-10 Library, 56-10-19 Parts and Accessories

COMMBUYS vendor registration takes about 10 minutes!

https://www.commbuys.com/bso/view/login/login.xhtml

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Attend Training

Online Classes

Locate and Respond to Bids in COMMBUYS – 12/21/2023 & 1/9/2024

COMMBUYS: Essentials for the Seller Role – 1/24/2024

Pre-recorded Webcasts

How to Locate and Respond to Bid Solicitations in COMMBUYS Link to the recording.

Vendor Registration in COMMBUYS Link to the recording.

Link to the Vendor Training Schedule;

Contact the Training Department:

OSDTraining@mass.gov.

Job Aids How to Create a Quote in COMMBUYS Using the Q&A Tab within a COMMBUYS Bid How to Withdraw, Reopen, and Resubmit a Quote Basic COMMBUYS Navigation and Searching for the Seller Role https://www.screencast.com/t/GMJLKkilF12 https://www.youtube.com/watch?v=kHwmAaAfsZo https://www.mass.gov/doc/vendor-training-schedule/download mailto:osdtraining@mass.gov https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.mass.gov/files/documents/2016/10/wf/using-q-and-a-tab-within-a-commbuys-bid_0.pdf https://www.mass.gov/files/documents/2016/10/ok/withdraw-reopen-resubmit-quote-in-commbuys.pdf https://www.mass.gov/files/documents/2016/11/uk/basic-commbuys-navigation-and-searching-for-the-seller-role.pdf

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COMMBUYS Q&A

COMMBUYS Q&A is a tool to facilitate dialogue between buyers and bidders.

OSD offers a short video to demonstrate how to use the tool to ask questions about the bid.

Link to the video.

https://www.screencast.com/t/MBlZQta8OYzO https://www.screencast.com/t/MBlZQta8OYzO

© 2021 SUPPLIER DIVERSITY OFFICE. Al l Rights R eserved.

Commonwealth of Massachusetts Supplier Diversity Office (SDO)

Katherine Thomas Training and Policy Manager

SDO Mission: To promote diversity, equity and inclusion in state contracting by:

Certifying small Massachusetts-based businesses and certain diverse businesses

Connecting these companies with business opportunities and resources

Collaborating with Executive Agencies and public organizations to increase supplier diversity spending

Key Points

• Bidders must complete SDP Plan Form and propose a % of their contract sales to be spent with certified diverse companies (SDP Partners).

• Mandatory to have Certified or recognized SDP Partner(s)

• Minimum commitment = 1% of sales under the contract

• SDP Plan form is worth one fourth (25%) of your bid’s total evaluation points

• No Exceptions to policy

Key Contract Requirements

• Bidders - if chosen the SDP commitment is a contractual agreement.

• Prime Contractors - must report spending with SDP Partner(s) for the duration of the contract.

• SDP Partners utilized by prime contractors must be listed in one of the two directories identified in this presentation.

The SDP requirements applies:

• Regardless of sales from the contract

• If no SDP partners are currently used

• If your company is a certified diverse business.

SDP Plan Form

• Part I: Bidder and Contact Information (Required)

• Part II: SDP Spending Commitment (Required)

• Part III: Proposed SDP Partners (Required)

• Part IV: Business Practices (Optional)

• Part V: Additional Supplier Diversity Initiatives (Optional)

• Part VI: Certification (Required)

What percentage of your company’s contract sales do you propose to spend with certified diverse businesses (SDP Partners)? 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.

Contract Requirement

SDP Partnerships

Subcontracting Provides goods or services directly related to the contract

• Supplying a product for resale

• Supplying a process/component

• Consulting services

Ancillary Provides goods or services for general business needs

• Office Supplies

• Cleaning Service

• Catering/Event Planning

Program Flexibility

Your SDP Partner…

• Does not have to be a subcontractor

• May be located outside of Massachusetts

• May be changed at any time

One-time and occasional purchases also qualify (e.g. business cards, office equipment, fire extinguisher testing, etc.)!

Eligible Partner Certifications

Categories Meaning . . .

MBE

M/NPO

Minority Business Enterprise Minority Non-Profit Organization

WBE

W/NPO

Woman Business Enterprise Women Non-Profit Organization

VBE

SDVOBE

Veteran Business Enterprise Service-Disabled Veteran-Owned Business Enterprise

DOBE Disability-Owned Business Enterprise

LGBTBE Lesbian, Gay, Bisexual, Transgender Business Enterprise

DBE Disadvantaged Business Enterprise

PBE Portuguese Business Enterprise

Not Eligible for SDP

Eligible for SDP

Finding Partners

Download the lists of eligible SDP partners from the SDO and VetBiz directories and compare your current suppliers to those lists.

Find current suppliers that are certified

On an ongoing basis, closely monitor incoming state orders and projects for the potential to hire diverse businesses as subcontractors.

Identify business needs that may be met by a new diverse business partner

Survey your suppliers to find diverse companies that are not certified or are certified by an organization other than the Massachusetts SDO. Connect them with the SDO (sdp@mass.gov) and encourage them to get certified.

Find current suppliers that may be certified

Online Certification Self- Assessment Tool:

https://www.mass.gov/for ms/take-the-certification-self-assessment mailto:sdp@mass.gov https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment https://www.mass.gov/forms/take-the-certification-self-assessment

The SDO Directory of Certified Businesses

• More than 3,700 certified businesses

• MBE, WBE, VBE, SDVOBE, DOBE, LGBTBE

• www.mass.gov/sdp

Veteran Small Business Certification (VetCert)

• More than 14,000 certified businesses

• VOSB, SDVOSB

• Veteran Small Business Certification (sba.gov)

Online Directories of Certified Businesses http://www.mass.gov/sdp https://veterans.certify.sba.gov/

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Supplier Diversity Hub

Provide users with a suite of tools to implement SDO programs

❑ Facilitate connections between prime contractors, diverse businesses and buyers

❑ Find Partnership opportunities

❑ Enhance access to resources and information

Supplier Diversity

HUB

Supplier Diversity

Office

Prime Contractors

Certified Businesses

Resource Partners

Public Purchasers

• List person who is responsible for establishing and maintaining supplier diversity relationships.

• Provide link or attach copy of company supplier diversity policy.

• Note: diversity and inclusion initiatives related to your company’s workforce/human resources (hiring, retention, promotion, etc. of diverse personnel) will not be evaluated

• Separate and distinct from subcontracting and ancillary relationships included in the SDP financial commitment.

• May include but not be limited to:

• Serving as a mentor in a mentor-protégé relationship.

• Technical and financial assistance provided to diverse businesses.

• Participation in joint ventures between nondiverse and diverse businesses.

• Voluntary assistance programs by which nondiverse business employees are loaned to diverse businesses or by which diverse business employees are taken into viable business ventures to acquire training and experience in managing business affairs.

Resources and Contact Information

• Website: www.mass.gov/sdp

• SDP Help Desk: sdp@mass.gov

• Webcasts:

▪ Supplier Diversity Program Overview

▪ Supplier Diversity Program Plan Form Review

▪ Finding Supplier Diversity Program (SDP) Partners

Supplier Diversity Program

• Phone: 617-502-8831

• Email: Webmaster.SDO@mass.gov

SDO Certification Help Desk www.mass.gov/sdo

Our Website http://www.mass.gov/sdp mailto:sdp@mass.gov https://www.youtube.com/watch?v=NwihMW6z1Ls https://www.youtube.com/watch?v=IYjSF_rm3k0 https://www.youtube.com/watch?v=RTqFdlO_dgQ mailto:Webmaster.SDO@mass.gov http://www.mass.gov/sdo

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What Makes a Compelling Proposal Response?

• Be sure to read the RFR carefully o Pay attention to the mandatory requirements

• Ensure all required documents are submitted (refer to checklist)

• Complete the bidders’ response form in its entirety

• Be sure to follow the file format restrictions and naming conventions called for in the Bidder Response Form Checklist

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Common Mistakes & Tips

Acknowledge the Bid

Bidders are encouraged to Acknowledge the bid to be apprised of any updates/amendments to the bid, including changes to the bid opening date/due date. To receive these updates:

• Login to COMMBUYS

• Navigate to the bid using the Advanced Search

• Select "Yes" on the Acknowledge Receipt and View Solicitation window.

You must be registered in COMMBUYS to take this action.

Plan Ahead to Submit Your Response

• All responses must be submitted in COMMBUYS by the Bid Opening Date and Time; late responses will not be accepted.

• It is imperative that bidders allow sufficient time to submit their quote, and bidders are advised – at a minimum – to begin several days in advance of the Bid Opening Date and at a time when OSD Help Desk staff are available for questions.

OSD Help Desk Monday – Friday, 8:00 a.m. – 5:00 p.m.

888-MA-State (627-8283) OSDHelpDesk@mass.gov

Questions?

mailto:OSDHelpDesk@mass.gov

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High Level Summary

• Key Dates & Timelines

• Contract Categories

• Bidders Response Form/Package

• Vendor Evaluation

• EPP Environmentally Preferable Products

• COMMBUYS

• Upcoming Trainings

• Supplier Diversity Program/Office

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OSD Resources

Sign up for Communications: bit.ly/OSDsignup

OSD: www.mass.gov/osd

COMMBUYS: www.commbuys.com

OSD Help Desk: 1-888-627-8283 or OSDHelpDesk@mass.gov

OSD Blog: www.mass.gov/collections/procurement-insights

Follow Us!

@Mass_OSD https://bit.ly/osdsignup http://www.mass.gov/osd http://www.commbuys.com/ mailto:OSDHelpDesk@mass.gov https://www.mass.gov/collections/procurement-insights

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General Questions

Submit your questions via the Chat feature.

Questions about the bid must be submitted through COMMBUYS.

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Thank you for attending!