Q&A - CLT09 Clothing, Uniforms, Footwear, Accessories, Personal Care Products, and Bedding .pdf

Q&A - CLT09 Clothing, Uniforms, Footwear, Accessories, Personal Care Products, and Bedding

Question - Section 4.7 Compensation Structure/Pricing:

This section states, "Bidders will be awarded based in part on the percentage discount they offer from MSRP and non-MSRP pricing." However, if not all bidders use the same manufacturer, discounting percentages would not be fair comparisons. Can you offer a Market Basket list of items to be priced for a better comparison?

Answer- Section 4.7 Compensation Structure/Pricing:

We are not at liberty to offer a Market Basket under this contract. We are utilizing MSRP.

Question - Section 4.3.1 Warranties:

If manufacturers guarantee items are free from defects upon delivery, the item is accepted for delivery, and the order is complete. However, normal product use and cleaning reduces the life of any product, so how can an item be warranted for one year?

Answer - Section 4.3.1 Warranties:

Please reference both

• CLT09 RFR Section 4.3.1 Length of Warranty. All products sold through CLT09 must carry a warranty from the manufacturer and be covered for manufacturer defects for one year. All awarded Vendors are responsible for ensuring that product received that do not meet the written guarantees and or warranties published by the manufacturer are replaced within 30 days of notification by the Purchasing Entity, or within a timeframe negotiated between the Vendor and Purchasing Entity. The return, exchange, and cancellation of any defective product will be done at the Vendors expense.

• CLT09 RFR Section 4.3.2 Warranty Types. There will be two types of warranties offered, one is related to defects in materials and workmanship under normal conditions of use, handling, and storage. The other is related to non-defect quality issues. All products and services sold through CLT09 must meet the quality expectations of the Purchasing Entity. Any product that involve Vendor added services, such as embroidering, tailoring, screening, laundering, or dry cleaning, must meet the quality expectations of the Purchasing Entity when received. If the Purchasing Entity determines that the products they received are below quality expectations, those product may be returned, exchanged, or cancelled at the expense of the Vendor. Any returns, exchanges, or cancellations based on quality issues must be rectified by the Vendor within 30 days of notification by the Purchasing Entity, or within a timeframe negotiated between the Vendor and Purchasing Entity.

Question - Section 2.1 Procurement Exclusions and Category Overview Category 13 OFF48 covers printed promotional products, but CLT09 Cat 13 covers screen printing and embroidering, including hats and t-shirts, possibly for department sporting event teams. Can you clarify this?

Answer - Section 2.1 Procurement Exclusions and Category Overview Category 13

• CLT09 RFR Section 2.1 Procurement Exclusion: References OFF48 (Category 4 Printed Promotional Products used as a giveaway)

• CLT09 Category 13: Miscellaneous Services does not encompass promotional products used as a giveaway. Category 13 cover services detached from products. For example, printing services alone from purchasing the clothing to be printed and uniform logo embroidery.

Question - Price changes The schedule for price changes is set at twice per year. If there is an industrywide price change due to overall changes in the cost of raw materials can this be presented to the SST for consideration even if it's not within the identified price increase time periods?

Answer - Price changes Prices changes outside CLT09 RFR Section 4.7.7 paramotors would require written justification and would be granted at the discretion of the SST and the Category Manager.

Question - Miscellaneous services clarification Page 1 of the bid lists the 13 categories, with 13 being Miscellaneous Services, and it's not defined. Then, page 6 is a clarification of Category 13, which wasn't defined elsewhere to be clarified but shows that "fulfillment services" are part of Category 13. Please explain fulfillment services.

Answer – Miscellaneous services clarification Fulfillment Services, also known as Pick and Pack Services, may include the aggregation of several clothing categories and personal care products into one packaged bundle. The packaged bundle may be used for distribution to care shelters, group homes, new mothers and at-risk children and adults.

Question - Manufacturers letters The bid says the manufacturers must certify they comply with MGL c7 s22(19), which contains unclear legal language. Does this mean all items must be from union shops having collective bargaining agreements? Can this be translated into text for lay people?

Answer – Manufacturers letters All bidders should consult with their own legal counsel for advice on compliance with this statute.

Question - Bidder Submission Checklist If the bid states that bidders will agree to work with OSD to develop an environmental plan, why is a "Required/Mandatory Document" listed on the checklist?

Answer – Bidder Submission Checklist This is a collaboration commitment that awarded bidders would be required to develop if asked.

Question - Bidder Submission Checklist and other forms Can OSD design pages to fit on standard 8.5 x 11 paper and not A4? Can OSD format forms with a cell sized for the response instead of a 5" long cell to fit a Yes or No?

Answer – Bidder Submission Checklist and other forms OSD is not at liberty to change the format to an 8.5x11. We cannot reformat standardized forms.

Question - Bidder Submission Checklist Will we be penalized for agreeing to work with OSD and NOT submitting a "Company Name Environmental Plan?"

Answer – Bidder Submission Checklist Bidders will NOT be penalized for not submitting a Company Environmental Plan.

Question - Bidder Profile and Qualifications tab of Bidder response form - Item 5, Experience This item states that Bidders must provide detailed information regarding their company�??s experience related to this RFR. Company Experience question(s) are listed in the applicable Category Questionnaires Tabs. Is an additional Statement of Company Experience also required or is the experience identified in each applicable Category Questionnaire Tab adequate?

Answer – Bidder Profile and Qualifications tab of Bidder response form - Item 5, Experience Company experience identified in each applicable Category Questionnaire Tab is adequate.

Question - Category 11 Items Requested: Equivalent Items Is it possible to submit equivalent items for category 11: MSP Uniforms?

Answer – Category 11 Items Requested: Equivalent Items No Equivalent Items are allowed.

Question - Letters of Authorization

We have over 300 manufacturers that we use. I will not be able to get over 300 Letters of Authorization. Can I narrow this down to 2 or 3?

Answer – Letters of Authorization If any manufacturer, in a Bidders response is not confirmed by a letter of authorization, that manufacturer will not be evaluated. Vendors may request to add new manufacturers two (2) times per year, August 15 and February 15 annually. See RFR Section 4.7.7 Authorized Price Changes for more details.

Question - Letters of Authorization Could you provide a sample of a Letter of Authorization for what needs to be included for text from each of our manufacturers. For example, do they need to actually state in the letter that they will comply with all the MA state laws and Human trafficking laws? or just text in the letter that the vendor is one of their authorized dealers?

Answer – Letters of Authorization Bidders will need to state in the letter both that the bidder is an authorized dealer and that the manufacturer complies with all MA state laws and all state and federal human trafficking laws.

Question - Letters of Authorization

How recent do the Letters of Authorization need to be?

Answer – Letters of Authorization Letters of Authorization from Manufacturers must include all requirements listed in the CLT09 RFR Section 3.7 Letters of Authorization from Manufacturers. To meet these requirements Letters of Authorization must be date within 12 months prior to your CLT09 bid submission.

Question - Category 10 shirts Are shoulder crests required to be applied to the long sleeve and short sleeve shirts? If so, will these be supplied by the DOC?

Answer – Category 10 shirts The emblem patches are applied to all outerwear of the uniform clothing. The DOC does provide all patches required for clothing.

Question - Checklist - Non-Compete Form The checklist references "Required/Mandatory Documents" and lists the Certificate of Non-Collusion. Sec 7.3.2 states, in part, "By submitting quote the Bidder certifies...." Sec 7.2.2 for File Naming, the list does not correspond to the checklist. Can you clarify?

Answer – Checklist - Non-Compete Form No separate Certificate of Non-Collusion is required. Per section 7.3.2, vendors make the required certification by submitting their quote. Awarded vendors also make a certification regarding non-collusion when signing the Standard Contract Form which incorporates by reference the Contractor Certifications included with the Standard Contract Form Instructions.

Question - Vendor Reporting

If a current CLT08 vendor reorganizes its business and has a new Tax ID, already completed the Change in Vendor ID form, and has sales under CLT08 and CLT09 in the same reporting period, how would the 1% Admin Fee be correctly identified by and paid to OSD?

Answer – Vendor Reporting Change in contractor identity will be addressed on a vendor-by-vendor basis.

Please be sure to properly identify eligible entity invoices labeling as either CLT08 or CLT09. This includes the CLT08 three-month contract extend beyond.

Question - Evaluation Score We understand that 25% of the Evaluation Score is for achieving the Supplier Diversity goals. What categories are the remaining 75% of the Evaluation Score assigned to and what % is available per which category? Is there a minimum Evaluation Score that must be achieved to be selected?

Answer – Evaluation Score The highest score that can be achieved is 100%.

SDP is the only mandatory evaluation score percentage that is required to be published. Please reference CLT09 RFR Section 6.3 Evaluation Components for a list of some of the criteria that may be considered.

Question - Pricing clause 9.1.3.6 Please explain the purpose of Pricing clause 9.1.3.6. Is this standard practice for Eligible Entities? Or is this a relatively rare exception? How often were these exceptions requested and granted during CLT08? Would these discounts be in addition to any volume or tiered discounts already quoted by the qualified vendor?

Answer – Pricing clause 9.1.3.6 RFR section 9.1.3.6 Pricing. This is an option, not a requirement. Special discounted pricing opportunities would be negotiated between eligible entities and vendors.

A Statewide Vendor must report to the Strategic Sourcing Category Manager prior to any such price reductions or discounts, or other more favorable terms, being offered to any Eligible Entity beyond those in their Statewide Contract. The Strategic Sourcing Category Manager reserves the right to approve all price adjustments.

Question - Eligible Entity Bid Requests Bidders responding to COMMBUYS Bid# BD-25-1080-OSD03-OSD03-107399 are quoting pricing. Given that a pricing structure will be established by this bid process, what is the purpose of Eligible Entities requesting quotes?

Are the qualified vendors on the statewide contract expected to quote even lower prices to the Eligible Entities for the individual ongoing bids?

Answer – Eligible Entity Bid Requests Eligible Entities, Buyers, are encouraged to review price files on COMMBUYS and reach out for quotes from multiple vendors in order to maximize their buying power on each order.

Vendors cannot charge more than the discount percentage offered, but they may charge less. Example, vendors willing to negotiate pricing can give better pricing for large orders.

Question - Sizes in individual packages Does the requirement to only package one garment size per package mean separate BOXES for each size? Or can the sizes be packaged in separate BAGS with multiple bags of different sizes shipped in a single box?

Answer – Sizes in individual packages RFR Section 4.1.5 Sizes Pre-Packed. Purchasing Entities will only accept pre-packed items of the same size.

Prepacked items that are delivered in a variety of sizes will not be accepted. All sizes are to be true to size (i.e. XL 44-46) and must be in accordance with established industry standards.

Same size items must be packaged and labeled together. Example, all size Small are packaged and labeled together, all size Medium are packaged and labeled together, all size Large are package and labeled together.

These same size packages can be shipped together in a single box. All packages must list size.

Question - Labels "sewn in" Many garment manufacturers now print their labels on the inside of the garment rather than sewing in labels. Is it acceptable to quote and provide garments with printed labels as long as all the stated labeling information is included? Or are such garments not eligible for this bid or contract?

Answer – Labels "sewn in"

It is acceptable to quote and provide garments with printed labels as long as all the stated labeling information is included.

Question - Volume vs Tiered discounts

Can you please explain or clarify the difference between Volume discounts (Section 4.7.2) and Tiered discounts (Section 4.7.3). These sections appear to both describe volume discounts. Also, 4.7.3 states an example of $12.00 per shirt but we are asked to quote % off the MSRP on the bid pricing sheets.

Answer – Volume vs Tiered discounts Differences

• Volume Discounts Section 4.7.2. Based on total purchase order quantity/total dollar amount spent on all items.

• Tiered discounts Section 4.7.3. Based on individual item quantities; number of an individual item purchased.

Question - Online Catalogs

In section 1.2, the Estimated Procurement Calendar states that the Completion of Online Catalogs is estimated to be 4/22/25. Can you please explain what are the Online Catalogs and what is required of the qualified vendors for this Action? We do not see any other reference to Online Catalogs in the RFR.

Answer – Online Catalogs This is an internal deadline for OSD.

Question - Miscellaneous Items & Services pricing Rather than indexing MSRPs, for Categories 12 & 13 we are asked to quote pricing structures. Given that the statewide contract awards are for a minimum of 4 years and potentially for up to 10 years, how are we to account for price increases in these categories due to inflation over this extended timeframe? Will there be an ability to adjust these prices during the Renewal Option or at some other time over the 10 year lifetime of this contract?

Answer – Miscellaneous Items & Services pricing Please reference CLT09 RFR Section 4.7.7 Authorized Price Changes. Awarded Vendors will not be permitted to request changes to their MSRP discount percentage during any term of this contract. Awarded Vendors may request to add new manufacturers and update non MSRP categories pricing two 2 times per year. Requests must be submitted to the CLT09 Category Manager by February 15 or August 15 annually. All updates are subject to approval by the CLT09 Category Manager and become effective once posted to COMMBUYS. Approved updates will be effective no sooner than September 1 and March 1 annually. Awarded Vendors may be requested at any time by the CLT09 Category Manager to add new manufacturers.

Prices changes outside the paramotors would require a written justification and would be granted at the discretion of the SST and the Category Manager.

Question - Samples Requests Section 2.3 states that "Eligible Entities can request samples .... at any time..." Are there any limits or restrictions regarding samples? Is this only applicable to samples of products that the qualified vendor has bid to the Eligible Entity?

Answer - Samples Requests Eligible entities can request samples after contract award for all categories at any time throughout the life of Statewide Contract.

Purchasing Entities may request product samples from Awarded Contractors to assist in the quoting process after CLT09 award. Awarded Contractors may not charge a Purchasing Entity for product samples.

Any products provided as a sample will be retained by the Purchasing Entity unless otherwise specified by Contractor.

Question - Question #1 Section 4.7 requires bidders to provide a percentage discount off of MSRP instead of their own catalog pricing. This requirement may have the effect of limiting competition as authorized distributors do not always have access to manufacturers�?? MSRP and private label products may not always have an MSRP. Would the Commonwealth amend this Section to permit bidders to propose a discount off of their catalogue pricing?

Answer – Question #1 If a bidders cannot provide an MSRP due to the manufacturer being a private label then they can enter in Not applicable in the MRSP field in their bidder price file form for the applicable Category they are bidding for and the SST will follow up for further clarification.

Question - Categories in RFR vs Items in COMMBUYS The Items tab in COMMBUYS has 9 items available but they do not align with the 13 Categories in the RFR. Which Category are the Items "Clothing" and "Clothing Accessories"? How do we bid upon Categories 6, 7, 10, 11, 12, or 13 that do not appear to be in COMMBUYS?

Answer – Categories in RFR vs Items in COMMBUYS You are required to fill out the Bidders Response Form and Bidder Price File and complete the Category Tabs that pertain to your bid submission. Once awarded and the standard contract form is signed then the awarded vendors are listed in COMMBUYS by category award.

Question - Confidential Vendor Information Do we have the ability to mark certain forms on our bid submission as confidential in an effort to protect proprietary or private information regarding our Company?

Answer – Confidential Vendor Information Bidder responses are generally considered to be public records. Please review RFR section 7.3.8 and the cited statute Chapter 4 s. 7(26) which defines public records. Vendors may choose to mark certain forms as confidential, however OSD reserves the right to make publicly available any bid response document it determines to be a public record as defined by applicable law.

Question - SDP In section 5.1 it is stated that SDP vendors do not need to be MA based, do they need to be MA certified?

Answer – SDP All SDO partners, MA and Out of State, are required to be MA SDO certified. Please see RFR section 5.6 SDP Plan Form Requirements Vendors may direct partners to the SDOs homepage and the Certification Self-Assessment Tool for guidance on applying for certification.