OFF52 RFR Final 9 amended 1.10.24 (3).pdf

Document Sensitivity Level: High during development; Low once published. Template v 3.0.0

COMMONWEALTH OF MASSACHUSETTS

OPERATIONAL SERVICES DIVISION

Request for Response (RFR)

Document Title: Office, School, Library Furniture, Accessories & Services

Agency Document Number: OFF52

COMMBUYS Bid#: BD-24-1080-OSD03-OSD03-95255

December 1, 2023

December 27, 2023 January 8, 2024

January 10, 2024

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on www.COMMBUYS.com. Bidders are responsible for reviewing and complying with all Bid requirements. Bidders may contact the OSD Help Desk at OSDHelpdesk@mass.gov or at 1-888-MA-STATE for technical assistance with COMMBUYS. The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern time, as applicable, except on federal and state holidays.

Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case-by-case basis. A Bidder requesting accommodation must submit a written statement which describes the Bidder’s disability and the requested accommodation to the contact person for the RFR. The SST reserves the right to reject unreasonable requests.

https://www.sec.state.ma.us/cis/cishol/holidx.htm https://www.sec.state.ma.us/cis/cishol/holidx.htm

REQUEST FOR RESPONSE OFF52 Office, School, Library Furniture, Accessories & Services

Revision History

Version Number

Date Author Brief Description

1.0 04/01/2024 G. Dawson Initial release

2.0 12/27/2024 G. Dawson Language struck from section 3.5

Definition for Manufacturing Line added, section 4.1 The word not added to section 4.1.2 & 4.1.3 Language added to section 4.3 Section 4.5 added the word “Vendor”

3.0 1/8/2024 G. Dawson Section 3.5.1 added - letter of authorization Section 7.2.3 SDP naming convention corrected

4.0 1/10/2024 G. Dawson Amendment deadline extended one day to 1/10/24 Price Book amended to add column for product line

Table of Contents Page i Document Sensitivity Level: High during development; Low once published.

1 INTRODUCTION AND BID OVERVIEW

1.1 SUMMARY DESCRIPTION OF PROCUREMENT

1.2 ESTIMATED PROCUREMENT CALENDAR

1.2.1 SUBMISSION OF BID QUESTIONS

1.2.2 BID AMENDMENT DEADLINE

1.2.3 BIDDERS CONFERENCE

1.2.4 LATE BIDS WILL NOT BE CONSIDERED

1.2.5 DEBRIEFING

1.3 ADDITIONAL BID INFORMATION

1.3.1 ANTICIPATED CONTRACT DURATION:

1.3.2 PERFORMANCE AND PAYMENT TIME FRAMES WHICH EXCEED CONTRACT DURATION

1.3.3 ESTIMATED VALUE OF THE CONTRACT

1.3.4 ESTIMATED NUMBER OF AWARDS

1.3.5 ADDING CONTRACTORS AFTER INITIAL CONTRACT AWARD

1.3.6 ACQUISITION METHOD(S):

1.3.7 ENTITIES ELIGIBLE TO USE THE RESULTING CONTRACT

2 ADDITIONAL INFORMATION ON PROCUREMENT SCOPE

2.1 PROCUREMENT EXCLUSIONS

3 BIDDER QUALIFICATIONS

3.1 PRODUCT OFFERING

3.2 COMPANY EXPERIENCE

3.2.1 YEARS IN THE INDUSTRY OF THE BID

3.3 CONTINUITY OF OPERATIONS PLAN (COOP)

3.4 FINANCIAL STABILITY INCLUDING BANKRUPTCY, LITIGATION, AND CONTRACT DEFAULTS

3.4.1 BANKRUPTCY, LITIGATION, AND CONTRACT DEFAULTS

3.5 REFERENCES AND REFERENCE INFORMATION AND/OR REQUIREMENTS

4 COMMODITY, SERVICE, ENVIRONMENTAL, AND COST SPECIFICATIONS

4.1 COMMODITY SPECIFICATIONS

4.1.1 GENERAL REQUIREMENTS

4.1.2 CATEGORY 1: SYSTEMS FURNITURE (CUBICLES)

4.1.3 CATEGORY 2: SEATING

4.1.4 CATEGORY 3: OFFICE FURNITURE

4.1.5 CATEGORY 4: SPECIALTY STORAGE/SHELVING

4.1.6 CATEGORY 5: PRECONFIGURED WALLS, CABINETRY, AND MILLWORKS

4.1.7 CATEGORY 6: EARLY AND HIGHER EDUCATION FURNITURE, LIBRARY & DINING FURNITURE

4.1.8 CATEGORY 7: DORMITORY / RESIDENTIAL / HEALTHCARE – BEHAVIORAL HEALTHCARE &

DETENTION FACILITY FURNITURE

4.1.9 CATEGORY 8: ERGONOMIC ACCESSORIES & SPECIALTY/CUSTOM FURNITURE

4.1.10 CATEGORY 9: REFURBISHED AND REUSED FURNITURE

4.1.11 CATEGORY 10: QUICK SHIP / PUNCH OUT

Table of Contents Page ii

4.1.12 CATEGORY 11: FURNITURE SERVICES – PROJECT MANAGEMENT

4.1.13 CATEGORY 12: FURNITURE SERVICES – INSTALLATION, REPAIR AND STORAGE/INVENTORY

4.1.14 DELIVERY TERMS

4.2 SERVICE SPECIFICATIONS

4.2.1 CONSTRUCTION LAW COMPLIANCE

4.3 INSTALLATION SERVICES

4.4 TRAINING

4.5 RETURNS/DISPOSAL

4.6 WARRANTIES

4.6.1 LENGTH OF WARRANTY

4.6.2 WARRANTY TYPES

4.6.3 WARRANTY PROCESS AND COVERAGE

4.6.4 REPLACEMENT PARTS

4.7 GEOGRAPHIC COVERAGE

4.8 ORDERING AND QUOTES

4.9 ENVIRONMENTAL SPECIFICATIONS

4.9.1 PACKAGING

4.9.2 ENVIRONMENTAL BENEFIT CLAIMS/LABELING

4.9.3 ENVIRONMENTAL SPECIFICATIONS

4.9.4 APPLIANCE EFFICIENCY STANDARDS

4.9.5 ENVIRONMENTAL PRACTICES FORM

4.9.6 LEED-CI RATING SYSTEM

4.9.7 ENVIRONMENTAL PLAN

4.10 COMPENSATION STRUCTURE/PRICING

4.10.1 COMMBUYS SETUP

4.10.2 PROMPT PAY DISCOUNT

4.10.3 AUTHORIZED PRICE CHANGES

5 SUPPLIER DIVERSITY PLAN (SDP)

5.1 PROGRAM BACKGROUND

5.2 FINANCIAL COMMITMENT REQUIREMENTS

5.3 ELIGIBLE SDP PARTNER CERTIFICATION CATEGORIES

5.4 ELIGIBLE TYPES OF BUSINESS-TO-BUSINESS RELATIONSHIPS

5.5 PROGRAM FLEXIBILITY

5.6 SDP PLAN FORM REQUIREMENTS

5.7 EVALUATION OF SDP FORMS

5.8 SDP SPENDING REPORTS AND COMPLIANCE

5.9 SDP SPENDING VERIFICATION

5.10 PROGRAM RESOURCES AND ASSISTANCE

6 EVALUATION CRITERIA

6.1 MANDATORY REQUIREMENTS

6.1.1 BIDDERS WILL NEED TO CARRY A MINIMUM OF THREE (3) MANUFACTURING LINES OFFERED ON

THIS CONTRACT PER CATEGORY

6.1.2 PROMPT PAYMENT DISCOUNTS (PPD)

6.2 ALTERNATIVES

6.3 EVALUATION COMPONENTS

6.4 BEST VALUE SELECTION AND NEGOTIATION

Table of Contents Page iii

7 INSTRUCTIONS FOR SUBMISSION OF RESPONSES

7.1 ELECTRONIC SIGNATURES

7.1.1 ACCEPTABLE FORMS OF SIGNATURE

7.2 LIMITS AND RESTRICTIONS

7.2.1 FILE SIZE LIMITS

7.2.2 FILE FORMAT RESTRICTIONS

7.2.3 FILE NAMING CONVENTIONS

7.3 GENERAL QUOTE REQUIREMENTS, PROVISIONS, AND PROHIBITIONS

7.3.1 QUOTE CONTENT

7.3.2 NON-COLLUSION

7.3.3 MULTIPLE QUOTES

7.3.4 MINIMUM QUOTE DURATION

7.3.5 BIDDER’S CONTACT INFORMATION

7.3.6 OWNERSHIP OF SUBMITTED QUOTES

7.3.7 PROHIBITIONS

7.3.8 PUBLIC RECORDS LAW

7.3.9 REASONABLE ACCOMMODATION

8 REQUIREMENTS FOR DOING BUSINESS AFTER CONTRACT AWARD

8.1 REQUIRED FORMS

8.2 USE OF COMMBUYS

8.3 STATEWIDE CONTRACT VENDOR COMMUNICATIONS PROTOCOL

8.3.1 CHANGES TO CONTRACTOR’S INFORMATION

8.3.2 SINGLE POINT OF CONTACT

8.3.3 REPLACEMENT OF CONTRACTOR STAFF

8.3.4 ADDING COMMODITIES AND/OR SERVICES ONLY IN ACCORDANCE WITH THE STATEWIDE

CONTRACT

8.3.5 REQUESTING PRICE ADJUSTMENTS ONLY IN ACCORDANCE WITH STATEWIDE CONTRACT .. ERROR!

BOOKMARK NOT DEFINED.

8.4 VENDOR RELATIONSHIP MANAGEMENT

8.5 PERFORMANCE MEASURES

8.5.1 MINIMUM AMOUNT OF BUSINESS WITH THIS CONTRACT

8.5.2 CONTINUED QUALIFICATION BASED ON PERFORMANCE

8.5.3 FAILURE TO PERFORM CONTRACTUAL OBLIGATIONS

8.6 ADDING ADDITIONAL CONTRACTORS

8.7 REPORTING REQUIREMENTS AND DUE DATES

8.7.1 REPORTING AND PAYMENT DUE DATES

8.7.2 QUARTERLY SALES, SUPPLIER DIVERSITY PROGRAM EXPENDITURE, AND ENVIRONMENTALLY

PREFERABLE PRODUCTS REPORT

8.7.3 STATEWIDE CONTRACT ADMINISTRATION QUARTERLY FEE PAYMENT AND REPORT

8.7.4 AUDIT

8.7.5 OTHER TERMS

8.7.6 AD HOC REPORTS

8.8 PAYMENT RELATED TERMS

8.8.1 BILL PAYMENT

8.8.2 LATE PAYMENT FEES

8.8.3 ELECTRONIC FUNDS TRANSFER (EFT)

8.8.4 CREDITWORTHINESS

Table of Contents Page iv

8.8.5 TAX EXEMPTION

9 RFR APPENDICES

9.1 APPENDIX 1 – REQUIRED TERMS FOR ALL STATEWIDE RFRS

9.1.1 APPLICABLE PROCUREMENT LAW

9.1.2 GENERAL PROCUREMENT INFORMATION

9.1.3 TERMS AND REQUIREMENTS PERTAINING TO AWARDED STATEWIDE CONTRACTS

9.2 APPENDIX 2- INSTRUCTIONS FOR VENDORS RESPONDING TO BIDS ELECTRONICALLY

THROUGH COMMBUYS

9.2.1 INTRODUCTION

10 GLOSSARY

RFR OFF52 COMMBUYS BID NUMBER BD-24-1080-OSD03-OSD03-95255 Page 1

1 INTRODUCTION AND BID OVERVIEW

1.1 Summary Description of Procurement

The Commonwealth of Massachusetts and the OFF52 Strategic Sourcing Team (SST) are soliciting Bidders for the acquisition of Office, School and Library Furniture, Accessories & Services. The resulting Contract will serve as the primary Statewide Contract used by Executive Agencies of the Commonwealth for the goods and services covered by the Contract. The resulting Contract will replace SWC# OFF38. The Contract will also be available for use by other Eligible Entities. *** vendors will be required to carry a minimum of three manufacturing lines in each product category being bid on. A minimum of two of the manufacturers per category line must have products available that hold a third-party certification listed in the Environmental Specifications section 4.9.3, to be eligible to bid on the SWC OFF52 RFR. Additional changes include the expansion of categories to accommodate for the addition of language specifically calling out furniture including but not limited to, dormitory, residential, correctional, and healthcare furniture, as well as refurbished and reused furniture options and quick drop-ship items.

The OFF52 SWC will be utilizing tiered discounts based on a spend and applied to the most current manufacturer annual catalog.

The Contract will include both Value Added Resellers and Distributors. The Commonwealth is looking for vendors that offer a robust selection of environmentally preferable products, including, but not limited to products with third-party environmental certifications. This contract has expanded the number of categories to better call out and identify products with the goal of simplification for both vendors and buyers. Categories that have been added to OFF52:

Early education furniture as well as furniture for healthcare, residential and detention facilities, refurbished and reused furniture.

The contract consists of 12 categories. Bidders may bid on one or more categories.

Category 1: Systems Furniture (workstations/cubicles) Category 2: Seating Category 3: Office Furniture Category 4: Specialty Storage/Shelving Category 5: Preconfigured Walls, Cabinetry and Millworks Category 6: Early and Higher Education, Library & Dining Furniture Category 7: Dormitory / Residential / Healthcare & Behavioral Healthcare & Detention Facility Furniture Category 8: Ergonomic Accessories & Specialty/Custom Furniture Category 9: Refurbished and Reused Furniture Category 10: Quick Ship/Punch Out Category 11: Furniture Services – Project Management Category 12: Furniture Services – Installation, repair and Storage/Inventory

1.2 Estimated Procurement Calendar

Action Date

Announcement of Intent to Procure 09/08/23

Bid Release Date 12/07/23

Bidders Conference (if applicable) 12/18/23 11:00 AM, https://us02web.zoom.us/meeting/re gister/tZAucuiurj4rGNO859Rrentvrec mMuAmMs5E

Deadline for submission of written questions through COMMBUYS “Bid Q&A”

12/29/23, 5:00 PM

Official answers for Bid Q&A published (Estimated)

01/05/24 https://us02web.zoom.us/meeting/register/tZAucuiurj4rGNO859RrentvrecmMuAmMs5E https://us02web.zoom.us/meeting/register/tZAucuiurj4rGNO859RrentvrecmMuAmMs5E https://us02web.zoom.us/meeting/register/tZAucuiurj4rGNO859RrentvrecmMuAmMs5E

RFR OFF52 COMMBUYS BID NUMBER BD-24-1080-OSD03-OSD03-95255 Page 2

Training for Online Submission – Contractors that have not previously submitted electronic quotes via COMMBUYS are strongly encouraged to attend training

Locate and Respond to Bids in

COMMBUYS:

Dates and Times Available:

December 6, 2023 – 10:00AM December 21, 2023 – 1:00PM January 9, 2024 – 1:00PM

Online Webinar:

This interactive webcast provides instructions on several activities:

Locating and responding to bids;

Using the bid Q&A feature; Creating a quote response; Revising a Quote response. Access the webcast here.

Bid Amendment Deadline. Bid documents will not be amended after this date.

01/09/24 01/10/24

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)

02/07/2024 2:00 PM

Late bids will not be considered.

Notification of Apparent Successful Bidder(s) (Estimated)

03/05/24

Estimated Contract Start Date (actual start date will be the contract effective date, which is the date the contract is executed by the parties)

04/01/2024

*See Appendix 2, "Instructions for Vendors Responding to Bids Electronically" for instructions on how to register for live webinar and additional training that may be helpful to prospective bidders.

Visit OSD’s training website. There you can find a link to the most current training calendar on the right side of the screen labeled “Vendor Training Schedule” for additional Instructor-Led Training and Webinar dates.

Times are Eastern Time (US), as displayed on the COMMBUYS system clock 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.

1.2.1 Submission of Bid Questions

The “Bid Q & A” function in COMMBUYS allows Bidders to ask written questions and receive written answers regarding this Bid. To locate the Bid Q & A, log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q & A” button allows Bidder’s access to the Bid Q & A page.

https://attendee.gototraining.com/957t1/catalog/894414649161911296 https://attendee.gototraining.com/957t1/catalog/894414649161911296 https://attendee.gototraining.com/957t1/catalog/894414649161911296 https://attendee.gototraining.com/957t1/catalog/894414649161911296 https://attendee.gototraining.com/957t1/catalog/894414649161911296 https://www.screencast.com/t/GMJLKkilF12 https://www.mass.gov/info-details/vendor-training-courses https://www.mass.gov/media/1582881/download

RFR OFF52 COMMBUYS BID NUMBER BD-24-1080-OSD03-OSD03-95255 Page 3

All questions must be submitted through the Bid Q & A page. Questions must be asked prior to the Deadline stated in the Estimated Procurement Calendar. The Strategic Sourcing Team (SST) reserves the right not to respond to late questions. Bidders are responsible for verifying that their questions are recorded in COMMBUYS and appear on the Bid Q & A page.

Questions submitted to the SST outside of COMMBUYS will not be answered.

Content entered must be suitable for public viewing. Bidders must not include inappropriate content, including but not limited to, information that could be considered personal, security sensitive, inflammatory, incorrect, or collusory. The SST reserves the right to edit or delete any inappropriate content.

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

1.2.2 Bid Amendment Deadline

Although Bidders may submit quotes any time after the Bid Release Date and prior to the Bid Opening Date, Bidders should ensure that their quotes are based upon the final versions of the RFR and its attachments. Final versions of RFR and its attachments are available after the Bid Amendment Deadline date.

The SST 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. The SST 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. At the SST’s discretion, the Bid Amendment Deadline may be extended. As stated above, it is the responsibility of the bidder for checking the Bid record in COMMBUYS for revisions and updates.

1.2.3 Bidders Conference

The Bidder’s Conference is a physical, web or telephone conference conducted by the SST for the purpose of informing prospective Bidders about general Bid information. All questions related to the scope and technical requirements should be submitted using the Bid Q and A module in COMMBUYS.

Bidder attendance is strongly encouraged. Please refer to the Bidders Conference section of the Header Information for this Bid in COMMBUYS for any updated information, including the location, time, and date of the Bidders’ Conference.

1.2.4 Late Bids will not be Considered

Bid responses must be received in full by the bid opening date and time shown on COMMBUYS ("Bid Opening Date/Time", i.e., the Deadline for Quotes/Bid Responses). Proposals received after the deadline will be ineligible for consideration and deemed non-responsive. Each bidder/offeror must submit all required bid response forms electronically through COMMBUYS. When submitting a quote electronically through COMMBUYS, please allow sufficient time to complete any online forms and upload documents. If you are in the middle of uploading your proposal when the deadline is reached, the system will stop the process and you will be unable to submit your Quote. It is recommended that Quotes be submitted as far in advance as possible before the deadline to allow time to obtain assistance from the OSD Help Desk if needed.

1.2.5 Debriefing

The SST will conduct debriefings for unsuccessful Bidders, if requested within 14 calendar days of notification that your Quote has not been selected for an award. Debriefing guidelines will be provided in advance prior to the debriefing.

1.3 Additional Bid Information

1.3.1 Anticipated Contract Duration:

The term of this contract is seven years, with zero options to renew. The SST reserves the right to reopen the contract at any time.

1.3.2 Performance and payment time frames which exceed Contract duration All term leases, rentals, maintenance, or other agreements for services entered during the duration of this Contract and whose performance and payment time frames extend beyond the duration of this Contract shall remain in effect for performance and payment purposes (limited to the time frame and services established per each written agreement). No written agreement shall extend more than three (3) months beyond the final termination date of this Statewide Contract. No new leases, rentals, maintenance, or other agreements for

RFR OFF52 COMMBUYS BID NUMBER BD-24-1080-OSD03-OSD03-95255 Page 4 services may be executed after the Contract has expired. Any contractor entering new engagements with eligible entities after contract expiration will be subject to remedial measures, which may include but are not limited to mandatory point deduction for future bid submissions and suspension of other contracts with OSD.

1.3.3 Estimated Value of the Contract

The estimated value of purchase(s) resulting from this Bid is $140 million. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders and are not to be relied upon as any indication of future purchase levels.

This Estimated Value was derived by reviewing Contractor sales reports to Commonwealth of Massachusetts eligible entities for FY 2021 and 2022.

1.3.4 Estimated Number of Awards

There is no target maximum number of Contractors. At a minimum, offers to renew will be contingent upon satisfactory contractor performance, compliance with reporting requirements, and adequate sales volume.

1.3.5 Adding Contractors after initial Contract Award

If, over the life of the Contract, the SST determines that additional Contractors should be added to meet the requirements of the Commonwealth, these may first be drawn from qualified companies which responded to this Bid but were not awarded contracts and/or the Bid may be reopened to obtain additional Quotes.

1.3.6 Acquisition Method(s):

Check All

Applicable (“X”):

Category

Fee-For-Service Outright Purchase Rental (not to exceed 6 months) Term Lease License Other:

1.3.7 Entities Eligible to Use the Resulting Contract

Any Contract(s) resulting from this Bid will be open for use by the following entities:

• Cities, towns, districts, counties, and other political subdivisions

• Executive, Legislative and Judicial Branches, including all Departments and elected offices therein

• Independent public authorities, commissions, and quasi-public agencies

• Local public libraries, public school districts and charter schools

• Public hospitals owned by the Commonwealth

• Public institutions of higher education

• Public purchasing cooperatives

• Non-profit organizations that are doing business with the Commonwealth;

• Other states and territories with no prior approval by the State Purchasing Agent; and

• Other entities when designated in writing by the State Purchasing Agent.

Each eligible entity is responsible for executing its own purchase orders and paying its own invoices for goods and/or services acquired from this Contract. Contractors will be responsible for marketing their goods and/or services to Commonwealth Agencies and other eligible entities.

https://www.mass.gov/service-details/non-profit-purchasing-programs

RFR OFF52 COMMBUYS BID NUMBER BD-24-1080-OSD03-OSD03-95255 Page 5

2 ADDITIONAL INFORMATION ON PROCUREMENT SCOPE

2.1 Procurement Exclusions

The purchase of the following products or services are not available on this contract but may be made through the statewide contract indicated below. Information on how to use them can be obtained from the OSD Contract User Guides.

• OFF53 Office Supplies or its replacement - Office supplies and standard desk accessories such as desk blotters, calendars, staplers, tape dispensers and the like, should not be purchased through the Furniture Accessories category on this contract. Exceptions are whiteboards and bulletin boards that fit any of the following requirements: o Sized 4' x 6' and over o Requiring professional installation o Priced at $500 and over.

• OFF50 Audio, Video, Multimedia Presentation Equipment and Supplies or its replacement -. Smart boards and other electronically enabled products.

• FAC104 Landscaping Products, Parks and Recreation Equipment and Related Products, Supplies and Service or its replacement - Outdoor furniture

• FAC126 Records Management, Storage and Archiving Services or its replacement - Records storage and archiving services.

• FAC127 Moving Services and Storage or its replacement - Moving Services and Storage

3 BIDDER QUALIFICATIONS

3.1 Product Offering

To best suit the needs of the Commonwealth, its executive departments, and all other eligible entities, awarded bidders will be required to carry a minimum of three manufacturing lines at the point of contract bidding and throughout the duration of the contract.

3.2 Company Experience

3.2.1 Years in the industry of the Bid

Bidders must have been in the business of providing furniture sales and/or service for at least two years (the most recent consecutive years) prior to the RFR submission deadline (See RFR Section 1.2, Estimated Procurement Calendar).

In the case of companies formed fewer than two years prior to this date via merger, acquisition or some other means, the SST may consider the experience of all companies involved in the merger or acquisition.

3.3 Continuity of Operations Plan (COOP)

In a declared state of emergency where the safety and wellbeing of Commonwealth citizens are at risk, contractors may be asked to supply the Commonwealth with the commodities and/or services under the Statewide Contract on a priority basis. Bidders should indicate on the Bidder Response Form:

• Whether there is a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of an emergency.

• Emergency contact information including name, position/title, phone, email, and cell phone.

This information will not be considered in the evaluation of the quote.

3.4 Financial stability including bankruptcy, litigation, and contract defaults Bidders must provide a written narrative on the company’s letterhead describing the total annual gross revenue for 2021 and 2022, assets, liabilities, tax compliance, including Certificate of Good Standing from the Department of Revenue.

https://www.mass.gov/orgs/massachusetts-department-of-revenue https://www.mass.gov/orgs/massachusetts-department-of-revenue

RFR OFF52 COMMBUYS BID NUMBER BD-24-1080-OSD03-OSD03-95255 Page 6

3.4.1 Bankruptcy, litigation, and contract defaults

Bidders must provide a list of any outstanding contingencies, such as lawsuits or other claims or charges, against the Bidder related to performance of the goods and/or services sought under this RFR.

3.5 References and reference information and/or requirements

It is desirable that Bidders have successfully held contracts of a similar type and magnitude and have a history of good performance. A minimum of three (3) business references of customers who used the services within the category/ies currently bid on MUST be provided with bid response. The references should be institutional accounts, or customers in Massachusetts if available. It is important that a valid email address and phone number be provided for each business reference. Representatives in the following organizations will not be acceptable as references. The SST reserves the right to contact references on an as needed basis.

3.5.1 Manufacturers authorized letters

Bidders will need to be able to provide letters of authorization from any and all manufacturers they represent, market and sell to eligible entities upon awarded bid

4 COMMODITY, SERVICE, ENVIRONMENTAL, AND COST SPECIFICATIONS

4.1 Commodity Specifications

For the purpose of this RFR a manufacturing line will be defined as - An individual product or group of related products all produced and branded under the name of a single company, for the purpose of this contract are all considered one manufacturing line.

4.1.1 General Requirements

• All product or service offerings must fall under one or more of the OFF52 categories in this RFP.

• All product or service offerings must fall under one or more of the OFF52 categories of this RFP. If a bidder feels they have a product or service offerings falls under a category, but a category is not provided, the bidder may select “Other” as the category and write their suggestion for a category in “Remarks”. OSD reserves the right to add, delete, or modify bidder’s category suggestion.

• Bidders must have products for each category bid, which can be ordered for use by individuals with physical disabilities. The bidder must identify product lines that have options that meet the ADA requirements on the Price Sheet.

• All products shall be standard catalog products for which literature and specifications are available including any certified test results if available.

• All products must have identification tag/sticker, which must include the following information:

manufacturer’s name, model number, and year built excluding accessories.

• All products must be designed in a manner that allows assembly and disassembly to occur with minimal disruption, time, noise volume, and space usage.

• Underwriters Laboratories, Inc. (UL) Standards Product with electrical components must meet all appropriate current and future Underwriters Laboratories Inc. specifications.

• All products, at minimum, must meet all appropriate current and future fire code requirements.

• All products, at minimum, meet the industry-accepted guidelines set forth by the future industry as they generally understood and accepted within that industry across the nation, which includes products, services, and warranties.

• If requested by the buyer, the bidder must provide weekly certified payroll.

• It is the responsibility of the awarded bidder to pay the prevailing wage rate for any labor that is required.

4.1.2 Category 1: Systems Furniture (cubicles)

New panel, benching, beam-based systems that include non-acoustical and acoustical with electrical and non-electrical options, worksurfaces, system furniture related storage, and electrical systems.

Product components may be made from a variety of materials included but not limited to, fabric, metal, plastic, MDF, gypsum, paint, powder coating, foam, laminate, veneer, glass, electrical wiring, mechanical devices, etc.

4.1.2.1 Additional Components for Category 1

RFR OFF52 COMMBUYS BID NUMBER BD-24-1080-OSD03-OSD03-95255 Page 7

New System Furniture Related Storage (Pedestals) Remanufactured

Pre-Owned/Used Other

4.1.2.2 Category Specific Requirements

• For product offering in this category, see Section 4.3 Installation Services, for additional information about what is allowed to be included in the bidder’s sell price.

• Products in this category may need to be professionally designed and permitted. If items are mounted to the building, Prevailing Wage labor for installation may be required.

4.1.3 Category 2: Seating

Loose and fixed seating to be used in a variety of settings such as office space, reception, cafeteria/dining, lounge, healthcare, industrial, instructional, institutional, and outdoor.

Product components may be made from a variety of materials included but not limited to, fabric, metal, plastic, MDF, gypsum, paint, powder coating, foam, laminate, veneer, glass, electrical wiring, mechanical devices, etc.

4.1.3.1 Additional Components for Category 2

Office Seating (Includes-Ergonomic Task, Side/Guest, Executive, and Conference,) 24/7 Task Big/Tall Reception/Waiting Stacking/Folding Lounge/Soft Seating Laboratory Outdoor Bariatric

Benches Booths Industrial Institutional Dolly Carts Seating Accessories Specialty Seating (Includes- Auditorium Seating, Fixed Seating, Tandem Seating (Installation Allowed))

4.1.3.2 Category Specific Requirements

• For product offering in this category, see Section 4.3 Installation Services, for additional information about what is allowed to be included in the bidder’s sell price.

• Specialty Seating: Installation for Specialty Seating is allowed. Specialty Seating includes seating that requires additional design, bolted to the building, or extensive installation such as auditorium, fixed or tandem seating. Seating in which the seat and base must be assembled or ganged together is not considered specialty seating.

• Products in this category may need to be professionally designed and permitted. If items are mounted to the building, Prevailing Wage labor for installation may be required.

4.1.4 Category 3: Office Furniture

Custom and predesigned office furniture such as desks, tables, file cabinets, bookcases, casegoods, LAN (Computer) Furniture such as computer tables, outdoor furniture, computer command stations/systems, and multimedia furniture, cabinets/enclosures, integrated technology furniture.

Product components may be made from a variety of materials including but limited to fabric, metal, plastic, MDF, gypsum, paint, powder coating, foam, laminate, veneer, glass, electrical wiring, mechanical devices, etc.

4.1.4.1 Additional Components for Category 3

Desks Home Office Furniture Height Adjustable Tables General Use Tables Conference Tables

File Cabinets (Lateral and Vertical) Bookcases Podiums LAN (Computer)

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Folding Tables Utility Tables Occasional Tables Specialty Tables Casegoods

Multimedia Furniture Multimedia Cabinets/Enclosures Integrated Technology Furniture Computer Command Stations Outdoor

4.1.4.2 Category Specific Requirements

For product offering in this category, see Section 4.3 Installation Services, for additional information about what is allowed to be included in the bidder’s sell price.

4.1.5 Category 4: Specialty Storage/Shelving

Custom and predesigned storage components and systems that include mobile high-density shelving, specialty storage, etc. Storage components and systems may be used manually, mechanically, or with electrical assistance. Services such as file organizing, file conversion, interfiling, file labeling, and file relocation are allowed under this category.

Product components may be made from a variety of materials including but limited to fabric, metal, plastic, MDF, gypsum, paint, powder coating, foam, laminate, veneer, glass, electrical wiring, mechanical devices, etc.

Additional Components for Category 4

Mobile High-Density Shelving Mechanically Assist Shelving Parcel Lockers Wire Mesh Lockers Day Use Lockers Evidence Storage Lockers Weapons Lockers Music and Performing Art Storage Rotary

Art and Museum Storage Library Shelving 4-Post Shelving HVAC Controlled Storage Property Storage Industrial/ Warehouse Shelving Adjustable Wire Shelving Biotech and Pharmaceutical Storage

4.1.5.1 Category Specific Requirements

• Bidders may offer services such as file organizing, file conversion, interfiling, file labeling, and file relocation are allowed under this category. Bidder must be providing new storage components and/or system, or adding, deleted, modifying an existing storage unit and/or system.

• For product offering in this category, see Section 4.3 Installation Services, for additional information about what is allowed to be included in the bidder’s sell price.

• Products in this category may need to be professionally designed and permitted. If items are mounted to the building, Prevailing Wage labor for installation may be required.

4.1.6 Category 5: Preconfigured Walls, Cabinetry, and Millworks Custom and predesigned “architectural” and “drywall replacement”, taller than 72” high, that has the ability to be installed and secure to both the floor and ceiling. Product materials may include metal, plastic, wood, laminate, veneer, MDF, gypsum, and glass.

Custom and predesigned movable partitions, typically found in larger conference space and attached permanently attached to the building. Custom and predesigned mobile partitions, used to temporarily separate space.

Custom and predesigned casegoods, cabinetry, and millwork style desks.

Products in this category will usually need to be professionally designed and permitted. Prevailing wage labor for installation is also very common.

Product components may be made from a variety of materials including but limited to fabric, metal, plastic, MDF, gypsum, paint, powder coating, foam, laminate, veneer, glass, electrical wiring, mechanical devices, etc.

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4.1.6.1 Additional Components for Category 5

4.1.6.2 Category Specific Requirements

• For product offering in this category, see Section 4.3 Installation Services, for additional information about what is allowed to be included in the bidder’s sell price.

• Products in this category may need to be professionally designed and permitted. If items are mounted to the building, Prevailing Wage labor for installation may be required.

4.1.7 Category 6: Early and Higher Education Furniture, Library & Dining Furniture Custom and predesigned K-12 through Higher Education furniture to include furniture for both Library and Dining facilities. Furniture in this category includes, but not limited to EEC activity and dramatic play, classroom, STEAM/lab, industrial/workshop, library, dinning/cafeteria early education, K-12, and Higher Education.

Custom and predesigned Library furniture that includes Wood Library furniture (wood end panel library shelving, chairs, tables, study carrels, circulation desks, etc.), Laminate Library furniture, Metal Library furniture (metal library shelving, etc.).

Product components may be made from a variety of materials including but limited to fabric, metal, plastic, MDF, gypsum, paint, powder coating, foam, laminate, veneer, glass, electrical wiring, mechanical devices, etc.

Additional Components for Category 6

Classroom Seating Desk Chairs Classroom Tables Easels Dramatic Play & Role Playing Sand & Water Cribs, Cots, & Mats Cubbies/Storage Carpets Dinning/Cafeteria

(including seating, booths, stools, dining tables, mobile stool tables).

Library Study Carrels Tables Seating Circulation Desks Display Cases Library Shelving

STEAM/Lab Furniture Art Music/Performing Arts

(Including Music Posture Chairs, Music Stands, Music Instrument Storage Cabinets, Music Libraries, Percussion Workstations, Conductor’s Systems, Conductor’s Chairs, Double Podiums with Rail, Conductor’s Stands, Music Lab Workstations, Acoustical Shells, Standing Choral Risers, Staging

Industrial/Workshop Ancillary/Accessories Other/Miscellaneous

4.1.7.1 Category Specific Requirements

• For product offering in this category, see Section 4.3 Installation Services, for additional information about what is allowed to be included in the bidder’s sell price.

• Products in this category may need to be professionally designed and permitted. If items are mounted to the building, Prevailing Wage labor for installation may be required.

4.1.8 Category 7: Dormitory / Residential / Healthcare - Behavioral Healthcare & Detention Facility Furniture Custom and predesigned furniture and accessories for the kitchen, living room, bedroom, laundry, and storage spaces within dormitory and/or residential settings.

Architectural Demountable Wall Drywall Replacement Demountable Wall Movable Partitions Mobile Partitions

Casegoods Cabinetry Millwork Reception Desk

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Custom and predesigned furniture and accessories to be used in healthcare, behavioral healthcare, and detention settings. Furniture must be able to stand up to the industry standards of these types of settings.

Product components may be made from a variety of materials including but limited to fabric, metal, plastic, MDF, gypsum, paint, powder coating, foam, laminate, veneer, glass, electrical wiring, mechanical devices, etc.

4.1.8.1 Additional Components for Category 7

Seating Lounge/ Soft Seating Tables Beds Mattress Wardrobe Dresser Storage Laundry Healthcare Seating

(Waiting, Bariatric, Patient Room, Sleepers, etc.)

Healthcare Tables Hospital Beds Patient Room Furniture Exam Lighting Stretchers

(Procedural and Transport) Lab Stools Medical Seating

(Dialysis, Phlebotomy, Procedural, etc.)

Waiting Room (Bariatric

Exam Room Tables (Manual and Electric)

Laboratories (Modular Lab Furniture, etc.)

Nurse’s Stations Healthcare Cabinetry Medical Carts & Storage

(Mobile and non-mobile) Healthcare Ancillary/ Accessories Behavioral Healthcare Seating Behavioral Healthcare Tables Behavioral Healthcare Bedroom Behavioral Healthcare Accessories Detention Seating Detention Tables Detention Bedroom Detention Accessories Other Ancillary/ Accessories

4.1.8.2 Category Specific Requirements

• For product offering in this category, see Section 4.3 Installation Services, for additional information about what is allowed to be included in the bidder’s sell price.

• Products in this category may need to be professionally designed and permitted. If items are mounted to the building, Prevailing Wage labor for installation may be required.

4.1.9 Category 8: Ergonomic Accessories & Specialty/Custom Furniture Ergonomic accessories include items and equipment that are designed to complement good posture and minimize the risk of injury. Ergonomic computer workstations, Accessories (desk lamps, clocks, magazine racks, etc.), and Ergonomic Accessories (adjustable keyboards, monitor arms, CPU holders, etc.).

Custom crafted and predesigned furniture, accessories, and ancillary items. Product offerings in this category include, but are not limited to freestanding and wall mounted custom furniture, such as shelving, desks, tables, conference tables, credenza, visual communication boards, room ID signage, display cases, trash/recycling centers, coat hooks, racks, coat trees, podiums/lecterns, etc.

Product components may be made from a variety of materials including but limited to fabric, metal, plastic, MDF, gypsum, paint, powder coating, foam, laminate, veneer, glass, electrical wiring, mechanical devices, etc.

4.1.9.1 Additional Components for Category 8

Keyboard Trays Task Lights Monitor Arms

Lamps Trash/Recycling Center Accessories

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Height Adjustable Tables Cable Management CPU Holders Custom Furniture Signage (Room and workstation ID) Display Cases Podiums/ Lecterns

(Pillows, Area Rugs, Planters, Clocks)

Magazine Racks Coat Hooks, Racks, Trees Visual Communication Boards (Mobile and wall mounted White boards, Bulletin boards, Chalk boards)

4.1.9.2 Category Specific Requirements

• For product offering in this category, see Section 4.3 Installation Services, for additional information about what is allowed to be included in the bidder’s sell price.

• Products in this category may need to be professionally designed and permitted. If items are mounted to the building, Prevailing Wage labor for installation may be required.

4.1.10 Category 9: Refurbished and Reused Furniture

Eligible Entities are encouraged to consider refurbished and reused furniture to the maximum extent practicable without jeopardizing the performance or intended end use of the product. Refurbished or remanufactured furniture is required to be restored to original performance standards and functions, meeting the requirements of this specification to the extent possible.

4.1.10.1 Additional Components for Category 9

4.1.10.2 Category Specific Requirements

• All refurbished furniture should be in excellent or like-new condition.

• Must meet or exceed industry standards for durability and safety.

• Have no visible structural defects, stains or significant wear.

• Must come with a minimum of a one-year warranty that covers any potential defects or issues, specific terms to be negotiated with the buyer.

• Preference for furniture items made from sustainable materials.

• Consideration for certifications like FSC (Forest Stewardship Council) for wood products.

• Ensure all refurbished furniture meets state and federal regulations, including safety and fire codes.

4.1.11 Category 10: Quick Ship / Punch Out

Quick-ship is defined as a shipment occurring within 10 business days of order placement, at no additional charge to the Eligible Entity. It is desirable that Bidders offer product lines with quick-ship options. Bidders must indicate quick-ship option by product line on the Price Sheet for each category.

Preconfigured and predesigned furniture that can be shipped within 10 business days of buyer’s award. Finish options are typically limited. Furniture and accessories in this category are not a percentage discount off a list price, but a pre-negotiated sell price based on preconfigured furniture and accessories.

Product components may be made from a variety of materials including but limited to, fabric, metal, plastic, MDF, gypsum, paint, powder coating, foam, laminate, veneer, glass, electrical wiring, mechanical devices, etc.

4.1.11.1 Additional Components for Category 10

System Furniture Seating

Education/Dinning Library

Desks Tables (Conference, dining, etc..)

Bookshelves

Chairs (Office, Lounge, etc.)

File Cabinets Cubicles or workstations

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Office Furniture Specialty Storage/Shelving Demountable Wall Preconfigured Walls, Cabinetry, and Millworks Library

Dormitory Furniture/ Group Homes Healthcare/Behavioral Healthcare/Detention Ergonomic Accessories Specialty Furniture and Accessories

4.1.11.2 Category Specific Requirements

• For product offering in this category, see Section 4.3 Installation Services, for additional information about what is allowed to be included in the bidder’s sell price.

4.1.12 Category 11: Furniture Services – Project Management

Quick ship is defined as a shipment occurring within 10 business days of order placement, at no additional charge to the Eligible Entity. It is desirable that Bidders offer product lines with quick-ship options. Bidders must indicate quick-ship option by product line on the Price Sheet for each category.

Self-performed and/or subcontract hourly rates to provide furniture services such as Space Planning, Design, CAD/Revit, Product Inventories, and Project Management. Hourly rates will be broken down by regular time, overtime, Saturday, and Sunday/Holiday and by non-union, union, and percentage above prevailing wage.

4.1.12.1 Additional Components for Category 11

Space Planning Design CAD/Revit

Product Inventories Project Management

4.1.12.2 Category Specific Requirements

• For product offering in this category, see Section 4.3 Installation Services, for additional information about what is allowed to be included in the bidder’s sell price.

4.1.13 Category 12: Furniture Services – Installation, repair and storage/inventory Self-performed and/or subcontract hourly rates to provide furniture services such as Installation Services, Product Inventories, Refinishing Services, Reupholstering Services, Repair Services, Warehouse/Storage, Wood Repair/ Touch-up. Hourly rates will be broken down by regular time, overtime, Saturday, and Sunday/Holiday and by non-union, union, and percentage above prevailing wage.

4.1.13.1 Additional Components for Category 12

Installation Services Product Inventories Warehouse/Storage Refinishing Services

Reupholstering Services Repair Services Wood Repair/ Touch-up

4.1.13.2 Category Specific Requirements

• For product offering in this category, see Section 4.3 Installation Services, for additional information about what is allowed to be included in the bidder’s sell price.

4.1.14 Delivery Terms

• Awarded Bidders must make delivery and have product available for delivery statewide.

• Delivery must be F.O.B. (Freight on Board) Destination Prepaid freight with no delivery expenses paid by users of this contract.

• Delivery on this contract is defined as delivery to a mutually agreed upon location. If the final delivery destination has not been identified during the quote process the vendor will need to obtain written instruction from the purchasing entity that has been mutually agreed upon prior to shipping.

• It is the vendor's responsibility to survey and review the installation location prior to accepting an order. If special installation is required, the cost must be agreed to by both parties and noted prior to a purchase order release.

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• Awarded Bidders shall be responsible for all delivery and unloading of products at no additional charge. All deliveries shall be performed during vendor reported regular working hours as stated in the bid process. Changes may be granted with written approval of the Eligible Entity.

• Awarded Bidders must be responsible for the delivery of products in first class condition at the point of delivery, and in accordance with good commercial practice. Shipping cases and packing slips must show the name of the supplier, the name and address of the receiving customer and purchase order number.

• Awarded Bidders may not include additional charges for blanket wrapped items.

• Awarded Bidders must obtain a signature on the packing slip from the authorized Eligible Entities personnel upon delivery. Proof of Deliveries must be maintained for a minimum of eighteen (18) months after deliveries.

• Awarded Bidders must adhere to established security and/or property entrance policies and procedures established for all Department of Correction facilities or any other Eligible Entities facilities. It is the Awarded Bidders responsibility to adhere to those policies and procedures prior to any attempt to enter the premises. The Awarded Bidder must be prepared to supply a list of driver's names and any other background information necessary to the Department of Correction or an Eligible Entity for security clearance into the various locations throughout the state. All vendor vehicles are subject to inspection upon entering and leaving all Department of Correction facilities.

• Damaged shipments will not be accepted. In the event that a shipment is accepted and subsequently found to be incomplete, incorrect, or damaged, the shipment must either be replaced, at no cost to the Eligible Entity, or returned at the expense of the Awarded Bidder, for a refund or credit of the purchase price with no restocking fees.

• The Awarded Bidder, if necessary, is responsible for securing any required permits from state and/or local governmental entities. Awarded Bidders will provide any information those entities may request.

Awarded Bidders will also attend inspections as requested by the permitting entities and notify the Eligible Entity of the applicable cost for the permits within the quote provided for the commodity or service.

• Access to a location will be determined by a call at a minimum one day before delivery to the Eligible Entity by the Awarded Bidder to coordinate the delivery date and time.

• Temporary storage for a duration of less than 30 days may not incur an additional charge unless agreed upon prior. Temporary storage in excess of 30 days may be charged at a predetermined and agreed upon square footage rate. This charge must be agreed upon at least ten business days prior to being charged.

4.2 Service Specifications

4.2.1 Construction Law Compliance

All work performed under this contract must comply with the Massachusetts construction laws, M.G.L. c.149 (building construction) and M.G.L. c.30 s.39M (public works projects). For reference, please review the “Charts on Procurement Procedures” available for download from the Inspector General’s website at:

https://www.mass.gov/download-oig-public-purchasing-and-public-construction-manuals.

This contract may be used for construction, reconstruction, alteration, installation, demolition, maintenance, or repair services and, if needed, associated materials. It is the responsibility of the Eligible Entity to consult their legal counsel for assistance in determining whether installation work includes construction as defined by M.G.L.

c.149 or M.G.L. c.30 s.39M. All construction or construction related labor provided under this contract is limited to $50,000 or less per engagement. Any services provided that would exceed $50,000 in labor costs must go out to a public bid.

Eligible Entities will be allowed to contract with any Contractor under this Statewide Contract for services for building or public works construction projects estimated to cost less than $10,000 without the need to solicit multiple written price quotations when procuring these services, unless required by the Eligible Entity’s internal procurement policies and requirements. Eligible Entities must use sound business practices which require a record that includes, at a minimum, the name and address of the person from whom the services were procured.

If…