Onsite Equipment Washing - Request for Response.docx

REQUEST FOR RESPONSE

Equipment Washing Services RFR # DCR 881 / COMMBUYS Bid# BD-22-1020-DCRCU-DC250-76347

ISSUE DATE: June 13, 2022

1. Description or Purpose of Procurement:

The Department of Conservation and Recreation (DCR) is seeking qualified vendors to provide onsite (mobile) heavy equipment washing services at various DCR locations.

2. Applicable Procurement Law

Executive Branch Goods and Services

3. Acquisition Method:

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

Check One (“X”):

a. Estimated Number of Awards Multiple vendors will be selected for inclusion on a Qualified Contractors List that may be utilized by all authorized Departments. The target maximum number of Contractors is 3; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so. The Department makes no guarantee that services will be purchased from a particular vendor on the Qualified Contractors List or that a particular vendor will be utilized by any or all authorized Departments. Bidders may submit a Response to the specified Procuring Department up to and including the Close Date listed on COMMBUYS.

b. Adding Contractors after initial Contract Award If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies which responded to this Solicitation but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

· 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, UFR-certified organizations that are doing business with the Commonwealth;

· Other states and territories with prior approval by the State Purchasing Agent; and

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

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

5. Entities Eligible to Use the Resulting Contract

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

Initial Duration

Total Maximum Contract Duration

7. Anticipated Expenditures, Funding or Compensation:

Anticipated expenditures are dependent on the quantity and type of work needed by the Departments. When a Department needs to schedule a mobile heavy equipment washing service, one or more vendors from the Qualified Contractors List will be contacted by the Department and informed of any special considerations or instructions for the project. The vendors will be asked to provide a project specific, lump-sum bid and a period of performance for completing the project. All such bids must identify and include all costs associated with the completion of the project, including costs for transportation to and from the project site. Costs which are not specifically identified in the vendor’s bid and accepted by the Department as part of the bid, will not be compensated under any contract awarded pursuant to this RFR.

The vendor whose project specific bid offers the best value to the Department will be selected for that specific project. The Department’s determination of best value may include, but is not limited to, consideration of the project specific bids regarding overall cost, response time, the Department’s determination of a vendor’s suitability to a specific project, and the Department’s prior experience with vendors submitting project specific bids. If none of the project specific bids received meets the Department’s needs the Department may solicit additional proposals.

Estimated Value of Procurement: $100,000.00

8. Contract Performance and Business Specifications:

Scope of Services – Mobile Heavy Equipment Washing:

Bidder Qualifications: In order for a Bidder to be eligible for inclusion on the Qualified Contractors List for Mobile Heavy Equipment Washing, a Bidder must:

Provide high pressure (preferably hot water) washing Utilize a water collection system to collect and transport the contaminated water from the wash site Be willing to travel throughout Massachusetts to provide onsite washing at various DCR locations Be willing to meet performance specifications, communicate cooperatively with Department staff, and accept feedback regarding services; and State in writing their agreement to abide by all terms set out in the RFR and all documents referenced herein.

A vendor’s contract may be terminated at any time if the quality of their work is unacceptable to the Department or if the Department determines that maintaining the vendor on contract is not in the best interest of the Department. Such a determination will be made on the basis of the consistency of the vendor’s services with the basic specifications, the quality of the vendor’s services above and beyond basic requirements, and the vendors’ responsiveness to the business needs of the Department.

In most cases, the Contractor will be responsible for:

1. Working with state employees on the details of the specific project and what mobile washing solution would best meet the needs of the Department.

Providing mobile heavy equipment washing in a timely fashion with the conditions agreed upon within the specified project.

9. Small Business Purchasing Program This is a Small Procurement targeted to verified small businesses participating in the Commonwealth's Small Business Purchasing Program (SBPP). The Department intends to award a contract to one or more SBPP-participating businesses verified through COMMBUYS who submits a quote that meets or exceeds the best value requirements. Subcontracting in SBPP procurements is limited to no more than 20% of the total value of the contract, unless it is with another verified SBPP participant. If it is determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive quote, the Department may award the solicitation to vendors who submitted responses and are not participating in the SBPP. To determine eligibility and to participate in the SBPP, please review the eligibility criteria and general program information at www.mass.gov/sbpp.

10. Environmentally Preferable Products Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are considered to be products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

11. Evaluation Criteria Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes. Bidder scores will be used to rank Bidders and will determine which Bidders will proceed to subsequent stages of the evaluation and/or enter into negotiations with the Commonwealth to receive a Contract award.

In making this determination, the Commonwealth will consider and score a number of factors to include:

· Prompt Pay Discounts (PPD)

· Pricing

· References

· Experience and qualifications

The order of these factors does not generally denote relative importance. The Commonwealth reserves the right to consider other relevant factors as it deems appropriate in order to obtain a “best value” provider of energy consulting, procurement and contract management services.

12. Instructions for Submission of Responses:

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

Minority-owned businesses, women-owned businesses, veteran-owned businesses, and businesses owned by individuals with disabilities are encouraged to respond.

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

13. Estimated Procurement Calendar

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

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

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

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

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

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

c. Quotes (Bid Responses) Deadline (Bid Opening Date/Time) See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

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

14. Required Forms Responses to this RFR must contain the following documents

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

15. RFR Attachments Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

Updated: October 20, 2020