Phone Survey BID Final-2.docx

BID: SCORP Phone Survey

ENV 17 DCS 12

Commbuys Bid # BD-17-1042-ENV-ENV01-16462

Procuring Department: Massachusetts Executive Office of Energy and Environmental Affairs

I. PURPOSE OF PROCUREMENT

The Massachusetts Executive Office of Energy and Environmental Affairs (EEA) invites responses from experienced Massachusetts survey companies to conduct a targeted phone survey (or another type of survey that would provide a scientifically relevant response) of a randomly selected, statistically significant sample of Massachusetts residents to solicit feedback about their preferences and desires for recreational and open space opportunities and to identify what barriers exist to overall greater usage by key demographic characteristics, the findings of which will be used to update to Massachusetts Statewide Comprehensive Outdoor Recreation Plan, a requirement of the federal Land and Water Conservation Fund.

II. ACQUISITION METHOD

Fee for Service

III. NUMBER OF VENDORS REQUIRED

One vendor will be selected. Bidders may submit a Response to the specified Procuring Department up to and including June 16, 2017.

IV. SINGLE OR MULTIPLE DEPARTMENT USE

This is a Single Department Procurement/Limited Department User Contract.

V. ANTICIPATED CONTRACT DURATION

The total anticipated duration of this contract is through December 29, 2017.

VI. ANTICIPATED EXPENDITURES AND COMPENSATION STRUCTURE

The maximum total anticipated expenditure for this BID is $30,000, including all relevant information requested by EEA. The compensation structure type for this BID will be project based.

Additional terms and conditions for payments and compensation can be found in Attachment A (Scope of Services and Additional Terms and Conditions) as well as Attachment B (Budget and Schedule of Payment). Attachment A and B shall be included in all contracts executed with vendors in response to this BID.

VII. BIDDER QUALIFICATIONS

All bidders responding to this BID should be able to demonstrate familiarity with surveying people of various backgrounds, i.e., residents of urban, suburban, and rural areas of Massachusetts, as well school age populations, on outdoor recreation issues. Bidders should also be able to complete the work within a tight timeframe and be responsive to EEA’s requests.

VIII. CONTRACT PERFORMANCE AND SPECIFICATIONS

This survey is being undertaken to inform the development of Massachusetts Statewide Comprehensive Outdoor Recreation Plan (SCORP). The SCORP is a requirement of the Land and Water Conservation Fund program, which is administered by the National Park Service. For Massachusetts to remain eligible for the funding, a new SCORP must be written every five years. For more information on the SCORP, please see www.nps.gov/lwcf. To see Massachusetts’ current SCORP, please see http://www.mass.gov/eea/docs/eea/dcs/scorp-2012-final.pdf.

Scope of Work:

Two surveys will be undertaken through this BID: a phone survey (or another type of survey that would provide a scientifically relevant response) and a school age survey.

Phone survey (or another type of survey that would provide a scientifically relevant response): A 15 minute survey will be designed with input from EEA and its agencies and pretested to ensure its length, clarity, productiveness, and user-friendliness. It will be administered to at least 400 adults (18 years of age and older), weighted by region, age, race, and gender based on the 2010 census data, by experienced interviewers. Sampling should be done so that results are statistically representative of the adult population of Massachusetts, as well as its ethnic diversity. The results of the surveys will be tabulated and provided to EEA by the respondent.

School age population: Students from approximately 10 schools across the state are to be interviewed. EEA will be choosing the schools; the respondent will not have to select them. Each school will receive approximately 50 self-administered interviews to be completed by children who agree to participate in the research. A total of 500 school age interviews should be collected with a representative response from urban, suburban, and rural schools and the ethnic diversity of the Commonwealth. The respondent will collect the results of the interviews and provide a basic analysis.

Anticipated Performance Dates and Deadlines:

Deliverables:

Written report to include:

· Introduction and Methodology

· Detailed analysis of the data

· Conclusions

· Implications for action

Bidder Qualifications:

Bidders should include in their responses:

· A profile of their firm’s operations, qualifications, and organizational capabilities. Relevant samples of products or copies of reports should be provided.

· A detailed description of the firm’s resources and experience relevant to the BID performance requirements, including specific expertise in surveying the specific populations outlined in this BID.

Contract or Project Managers:

The bidder must designate a project manager.

Affirmative Market Program (AMP) Plan

Bidders are strongly encouraged to develop business relationships with SOMWBA certified M/WBEs. SOMWBA certified businesses are strongly encouraged to bid on all BIDs as well.

Resources available to assist Prime Bidders in finding potential M/WBE partners can be found at: http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/procurement-prog-and-serv/sdo/sdp/.

IX. INSTRUCTION FOR SUBMISSION OF RESPONSES

A. Responses (one clearly marked original and two copies) should be on standard 8 1/2” x 11” paper, double-sided, and bound with a paper clip or binder clip. Responses are due by June 16, 2017 at 3:00 pm. Responses must include the following:

· a detailed scope of work, including budget;

· a list of the bidder’s qualifications;

· relevant samples of products or copies of reports;

· description of the experience relevant to serving the specific populations outlined in the BID; and

· name, address and phone number of three clients for whom the appraiser has prepared reports similar to those required by EEA.

B. Facsimiles do not constitute a valid response. No electronic responses may be submitted in response to this BID. One hard copy original and two hard copy responses are due by June 16, 2017 at 3:00 pm.

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

X. RESPONSE SUBMISSION LOCATION

Responses should be sent to:

Melissa Cryan LWCF Stateside Coordinator Executive Office of Energy and Environmental Affairs 100 Cambridge Street, 9th Floor Boston, MA 02114

If you have any questions, please feel free to contact Melissa Cryan at melissa.cryan@state.ma.us or (617) 626-1171.

XI. REQUIRED ATTACHMENTS

Contractors will be required to execute and submit the following contract documents as part of their Response:

· Standard Contract Form

· Commonwealth Terms and Conditions

· Request for Taxpayer Identification Number and Certification (W-9)

· Contractor Authorized Signatory Listing

· Authorization for Electronic Funds Transfer

· BID Required Specifications

Copies of the above-mentioned documents are accessible online at the Operational Services Division page at www.mass.gov/osd.

Prior to responding to this BID, the contractor should review each form carefully.

XII. REQUIRED BID SPECIFICATIONS

In general, most of the required contractual stipulations are referenced in the Standard Contract Form and Instructions and the Commonwealth Terms and Conditions (either version). However, the following BID provisions must appear in all Commonwealth competitive procurements conducted under 801 CMR 21.00:

The terms of 801 CMR 21.00: Procurement of Commodities and Services (and 808 CMR 1.00: Compliance, Reporting and Auditing for Human and Social Services, if applicable) are incorporated by reference into this BID. Words used in this BID shall have the meanings defined in 801 CMR 21.00 (and 808 CMR 1.00, if applicable). Additional definitions may also be identified in this BID. Unless otherwise specified in this BID, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this BID.

Items with the text, " Required for POS Only" specify a requirement for Purchase of Service (POS) human and social services procured under 801 CMR 21.00, Procurement of Commodities or Services, Including Human and Social Services and 808 CMR 1.00, Compliance, Reporting and Auditing for Human and Social Service.

Supplier Diversity Program (SDP). Massachusetts Executive Order 565 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority (MBE), Women (WBE), Service-Disabled Veteran (SDVOBE), Veteran (VBE), Lesbian, Gay, Bisexual and Transgender (LGBTBE); and Disability-Owned Business Enterprises (DOBE). All of these enterprises are strongly encouraged to submit responses to this BID, either as prime vendors, joint venture partners or other type of business partnerships. Bidders are required to develop creative initiatives to help foster new business relationships with these enterprises within the primary industries affected by this BID.

A MBE, WBE, SDVOBE, VBE, LGBTBE, or DOBE is defined as such by the Supplier Diversity Office (SDO). All certified businesses that are included in the bidder’s SDP proposal are required to submit an up to date copy of their SDO certification letter. The purpose for this certification is to participate in the Commonwealth’s SDP for public contracting. Firms that are not currently certified but would like to be considered should submit their application at least two weeks prior to the BID closing date and submit proof of documentation of application for consideration with their bid proposal. For further information on SDO certification, visit http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/procurement-prog-and-serv/sdo/.

Supplier Diversity Program Subcontracting Policies. Prior approval of the agency is required for any subcontracted service of the contract. Agencies may define required deliverables including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with MBE, WBE, SDVOBE, VBE, LGBTBE, or DOBE for the purpose of monitoring and enforcing compliance of subcontracting commitments made in a bidder’s Affirmative Market Program (AMP) Plan. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors.

Agricultural Products Preference (only applicable if this is a procurement for Agricultural Products) - Chapter 123 of the Acts of 2006 directs the State Purchasing Agent to grant a preference to products of agriculture grown or produced using locally grown products. Such locally grown or produced products shall be purchased unless the price of the goods exceeds the price of products of agriculture from outside the Commonwealth by more than 10%. For purposes of this preference, products of agriculture are defined to include any agricultural, aquacultural, floricultural or horticultural commodities, the growing and harvesting of forest products, the raising of livestock, including horses, raising of domesticated animals, bees, fur-bearing animals and any forestry or lumbering operations.

Best Value Selection and Negotiation. The Procurement Management Team (PMT) may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The PMT and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original BID or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.

Bidder Communication. Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the PMT regarding this BID except as specified in this BID, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this BID. Bidders may contact the contact person for this BID in the event this BID is incomplete or the bidder is having trouble obtaining any required attachments electronically through Comm-PASS.

COMMBUYS. COMMBUYS is the official system of record for all procurement information that is publicly accessible at no charge at www.commbuys.com.

Bidders are solely responsible for obtaining all information distributed for this Solicitation via COMMBUYS.

It is each Bidder’s responsibility to check COMMBUYS for:

· Any addenda or modifications to this Solicitation, by monitoring the “Last Change” field on the Solicitation’s Summary tab, and

· Any Bidders’ Forum records related to this Solicitation (see Locating a Online Bidders’ Forum for information on locating these records.

The Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Response based on an out-of-date Solicitation or on information received from a source other than COMMBUYS.

Contract Expansion. If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this BID or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

Costs. Costs that are not specifically identified in the bidder’s response, and accepted by a department as part of a contract, will not be compensated under any contract awarded pursuant to this BID. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this BID.

Debriefing. Required for POS Only. This is an optional specification for non-POS BIDs. Non-successful bidders may request a debriefing from the department. Department debriefing procedures may be found in the BID. Non-successful POS bidders aggrieved by the decision of a department must participate in a debriefing as a prerequisite to an administrative appeal.

Debriefing/Appeals: Administrative Appeals to Departments. Required for POS Only. Not applicable to non-POS bidders. Non-successful bidders who participate in the debriefing process and remain aggrieved with the decision of the department may appeal that decision to the department head. Department appeal procedures may be found in the BID.

Debriefing/Appeals: Administrative Appeals to OSD. Required for POS Only. Not applicable to non-POS bidders. Non-successful bidders who participate in the department appeal process and remain aggrieved by the selection decision of the department may appeal the department decision to the Operational Services Division. The basis for an appeal to OSD is limited to the following grounds:

1. The competitive procurement conducted by the department failed to comply with applicable regulations and guidelines. These would be limited to the requirements of 801 CMR 21.00 or any successor regulations, the policies in the OSD Procurement Information Center, subsequent policies and procedures issued by OSD and the specifications of the BID; or

2. There was a fundamental unfairness in the procurement process. The allegation of unfairness or bias is one that is easier to allege than prove, consequently, the burden of proof rests with the bidder to provide sufficient and specific evidence in support of its claim. OSD will presume that departments conducted a fair procurement absent documentation to the contrary.

Requests for an appeal must be sent to the attention of the State Purchasing Agent at Room 1017, One Ashburton Place, Boston, MA 02108 and be received within fourteen (14) calendar days of the postmark of the notice of the department head’s decision on appeal. Appeal requests must specify in sufficient detail the basis for the appeal. Sufficient detail requires a description of the published policy or procedure which was applied and forms the basis for the appeal and presentation of all information that supports the claim under paragraphs 1 or 2 above. OSD reserves the right to reject appeal requests based on grounds other than those stated above or those submitted without sufficient detail on the basis for the appeal.

The decision of the State Purchasing Agent shall be rendered, in writing, setting forth the grounds for the decision within sixty (60) calendar days of receipt of the appeal request. Pending appeals to the State Purchasing Agent shall not prohibit the department from proceeding with executing contracts.

Electronic Communication/Update of Bidder’s/Contractor’s Contact Information. It is the responsibility of the prospective bidder and awarded contractor 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 PMT, including requests for clarification. The PMT 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 PMT to be lost or rejected by any means including email or spam filtering.

Electronic Funds Transfer (EFT). All bidders responding to this BID must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both parties the cost of processing checks. Contractors are able to track and verify payments made electronically through the Comptroller’s Vendor Web system. A link to the EFT application can be found on the OSD Forms page. Additional information about EFT is available on the VendorWeb site.

Successful bidders, upon notification of contract award, will be required to enroll in EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Payment Form to this department for review, approval and forwarding to the Office of the Comptroller. If the bidder is already enrolled in the program, it may so indicate in its response. Because the Authorization for Electronic Funds Payment Form contains banking information, this form, and all information contained on this form, shall not be considered a public record and shall not be subject to public disclosure through a public records request.

The requirement to use EFT may be waived by the PMT on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in its response. The PMT will consider such requests on a case-by-case basis and communicate the findings with the bidder.

Environmental Response Submission Compliance. In an effort to promote greater use of recycled and environmentally preferable products and minimize waste, all responses submitted should comply with the following guidelines:

· All copies should be printed double sided.

· All submittals and copies should be printed on recycled paper with a minimum post-consumer content of 30% or on tree-free paper (i.e. paper made from raw materials other than trees, such as kenaf).

· Unless absolutely necessary, all responses and copies should minimize or eliminate use of non-recyclable or non re-usable materials such as plastic report covers, plastic dividers, vinyl sleeves and GBC binding. Three ringed binders, glued materials, paper clips and staples are acceptable.

· Bidders should submit materials in a format which allows for easy removal and recycling of paper materials.

· Bidders are encouraged to use other products that contain recycled content in their response documents. Such products may include, but are not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Where appropriate, bidders should note which products in their responses are made with recycled materials.

· Unnecessary samples, attachments or documents not specifically asked for should not be submitted.

Filing Requirements. Required for POS Only. Not applicable to non-POS bidders. Successful bidders must have filed their Uniform Financial Statements and Independent Auditor's Report (UFR), as required for current contractors, with the Operational Services Division via the Internet using the UFR eFiling application for the most recently completed fiscal year before a contract can be executed and services may begin. Other contractor qualification/risk management reporting requirements and non-filing consequences promulgated by secretariats or departments pursuant to 808 CMR 1.04(3) may also apply. In the event immediate services are required by a department, a contract may be executed and services may begin with the approval of OSD and the appropriate secretariat. However, unless authorized by OSD and the appropriate secretariat, the contractor will not be paid for any such services rendered until the UFR has been filed.

HIPAA: Business Associate Contractual Obligations. Bidders are notified that any department meeting the definition of a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) will include in the BID and resulting contract sufficient language establishing the successful bidder’s contractual obligations, if any, that the department will require in order for the department to comply with HIPAA and the privacy and security regulations promulgated thereunder (45 CFR Parts 160, 162, and 164) (the Privacy and Security Rules). For example, if the department determines that the successful bidder is a business associate performing functions or activities involving protected health information, as such terms are used in the Privacy and Security Rules, then the department will include in the BID and resulting contract a sufficient description of business associate’s contractual obligations regarding the privacy and security of the protected health information, as listed in 45 CFR 164.314 and 164.504 (e), including, but not limited to, the bidder's obligation to: implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the protected health information (in whatever form it is maintained or used, including verbal communications); provide individuals access to their records; and strictly limit use and disclosure of the protected health information for only those purposes approved by the department. Further, the department reserves the right to add any requirement during the course of the contract that it determines it must include in the contract in order for the department to comply with the Privacy and Security Rules. Please see other sections of the BID for any further HIPAA details, if applicable.

Minimum Bid Duration. Bidders responses/bids made in response to this BID must remain in effect for at least 90 days from the date of bid submission.

Pricing: Federal Government Services Administration (GSA) or Veteran’s Administration Supply. The Commonwealth reserves the right to request from the successful bidder(s) initial pricing schedules and periodic updates available under their GSA or other federal pricing contracts. In the absence of proprietary information being part of such contracts, compliance for submission of requested pricing information is expected within 30 days of any request. If the contractor receives a GSA or Veteran’s Administration Supply contract at any time during this contract period, it must notify the Commonwealth contract manager.

Pricing: Price Limitation: The bidder must agree that no other state or public entity customer within the United States of similar size and with similar terms and conditions shall receive a lower price for the same commodity and service during the contract period, unless this same lower price is immediately effective for the Commonwealth. If the Commonwealth believes that it is not receiving this lower price as required by this language, the bidder must agree to provide current or historical pricing offered or negotiated with other state or public entities at any time during the contract period in the absence of proprietary information being part of such contracts.

Prompt Payment Discounts (PPD). All bidders responding to this procurement must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the bidder can provide compelling proof that it would be unduly burdensome. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found under the Forms and Terms tab of this solicitation.

Bidders must submit agreeable terms for Prompt Payment Discount using the PPD form within their proposal, unless otherwise specified by the PMT. The PMT will review, negotiate or reject the offering as deemed in the best interest of the Commonwealth.

The requirement to use PPD offerings may be waived by the PMT on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in or attached to the PPD form.

Provider Data Management. Required for POS Only. Not applicable to non-POS bidders. The Executive Office of Health and Human Services (EOHHS) has established a Provider Data Management (PDM) business service that is integrated into the Virtual Gateway. PDM is accessible by providers with current POS contracts. Departments may require that bidders with current POS contracts submit certain BID-required documents through PDM. These documents have been specified in the BID. When submitting documents via PDM, bidders are required to print and sign a PDM Documentation Summary. PDM users should verify that all information is accurate and current in PDM. Bidders are required to include the signed PDM Documentation Summary in their BID response.

Public Records. All responses and information submitted in response to this BID are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

Reasonable Accommodation. Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of BID 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 BID. The PMT reserves the right to reject unreasonable requests.

Restriction on the Use of the Commonwealth Seal. Bidders and contractors are not allowed to display the Commonwealth of Massachusetts Seal in their bid package or subsequent marketing materials if they are awarded a contract because use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law.

Subcontracting Policies. Prior approval of the department is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. Human and social service subcontractors are also required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors.

ATTACHMENT A

Additional Terms and Conditions

Please see http://www.mass.gov/mova/docs/voca/commonwealth-terms-and-conditions.pdf for the Commonwealth Terms and Conditions.

ATTACHMENT B

Budget and Schedule of Payment

Total payment for the project shall be agreed upon before any work is initiated on that project. The agreed sum shall be stated in the Notice to Proceed. The Contractor will not be reimbursed for travel expenses or meals.

Payment shall be made as a single payment upon completion of work and shall be made by EEA within forty-five (45) days of receipt of an invoice. This provision shall not apply if EEA notifies the Contractor of insufficiencies in the work or non-compliance with the contract terms within thirty (30) days of said invoice. If so notified, the invoice amount will not be remitted and no invoice or demand for payment will be accepted until contract compliance has been met. Once compliance has been met, payment after resubmission of an invoice will be made with in forty-five (45) days.