Quote Form~1.doc

MASSACHUSETTS DEPARTMENT OF YOUTH SERVICES

Cutlery Sharpening Services

DYS RFR 2017-003

Quote Form Instructions To respond to the Bid, you must complete all six (6) pages of this Quote Form (using a pen) and then scan them and submit them through CommBuys. Refer to the checklist below to ensure that you have provided all required information and documentation.

Checklist For Quote Form Package

FORMCHECKBOX

Identifying Information (provide below)

Number of Years in Current Business (indicate below)

Business Reference Form (complete form on page 2)

Price and Location Terms Form (complete form on page 3)

Prompt Pay Discount Form (complete form on page 4)

Environmentally Preferable Products Form (complete form on pages 5-6) Q

UIREMENTS

1. Identifying Information Please provide the following information.

Name of Company: _______________________________________________ Address: ___________________________________________________________

Name of contract manager or other principal contact: _______________________________

Principal contact’s phone number: _______________

Principal contact’s email address: _____________________________

UIREMENTS

2. Number of Years in Current Business

State below how many years your company has been in the cutlery sharpening business. (The Bidder, or its principal, must have been in such business for at least five (5) years prior to the date of the Quote.)

Number of years: _________

3. Business References List three (3) Business references.

Business Reference Form

Bidder:

RFR Name/Title: Cutlery Sharpening Services RFR Number: DYS RFR 2017-003 Reference name: _____________________________________ Contact:

Address: ________________________________________________ Phone: # ( )

Fax/Internet address:

Description and date(s) of commodities and services provided:

Reference name: _______________________________________Contact:

Address: _______________________________________________

Reference name: ______________________________________ Contact:

Address: _______________________________________________

References will be contacted to confirm the Bidder’s abilities and qualifications as stated in the Bidder’s Quote. The Purchasing Department may deem the Quote unresponsive if such confirmation is not obtainable from a listed reference after reasonable attempts.

4. Price and Location Terms

a. Indicate below your hourly rate or specific charge per item. Note that unless agreed to in writing by the Purchasing Department, prices will apply for the intial four-year term of any resulting contract. Thereafter, price adjustments will be negotiated for any renewal options.

- If quoting an hourly rate, enter it here: $ /hour.

OR

- If quoting specific charges per item, enter them in the table below:

If you wish to provide rates for sharpening other kitchen tools (optional), you may describe these below.

b. Please indicate below which location(s) you can provide service to. (The programs currently requiring this service are in Westborough and Boston, but other locations may be added at a later date.)

Prompt Pay Discount Form Prompt Payment Discounts (PPD). All contractors/vendors doing business with the Commonwealth must provide a Prompt Payment Discount (PPD) for receiving early payments unless the Contractor/vendor can provide compelling proof that providing a prompt pay discount would be unduly burdensome. Contractors benefit from PPD by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Contractors who agree to accept Electronic Funds Transfer (EFT) increase the prompt pay benefit by ensuring that funds are paid directly to their designated bank accounts, thus eliminating the delay of check clearance policies and traditional mail lead time. Payments processed through the state accounting system (MMARS) can be tracked and verified through the Comptroller’s Vendor Web system using the Vendor/Customer Code assigned to you by a Commonwealth department.

The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. While Bidders/Contractors have flexibility in determining the actual % discount(s) offered to the Commonwealth, the discount(s) must be identified for 10, 15, 20 and/or 30 days for payment issuance in the column entitled “% Discount Off Proposed Price” below. The Commonwealth may use the prompt pay discounts submitted as a basis for selection and may negotiate discounts as deemed in the best interest of the Commonwealth. The requirement to offer PPD discounts may be waived by the Commonwealth on a case-by-case basis if participation in the program would be unduly burdensome, provided the specific reason for the hardship is outlined below.

All discounts offered will be taken in cases where the payment issue date is within the specified number of days listed below and in accordance with the Commonwealth’s Bill Paying Policy. Payment days will be measured from the date goods are received and accepted / performance was completed OR the date an invoice is received by the Commonwealth, whichever is later, to the date the payment is issued as an EFT (preferred method) or mailed by the State Treasurer. The date of payment “issue” is the date a payment is considered “paid” not the date a payment is “received” by a Contractor.

If internal Bidder/Contractor systems require an alternate method of measuring payment issue dates, the Bidder/Contractor must note the issues below or on an attached page if necessary to be considered by the PMT. In cases where the Bidder/Contractor considers that offering a Prompt Payment Discount would be a hardship, the Bidder must clearly define the issues and reasons for said hardship. Providing volume discounts or other discounts on prices is not considered a hardship, since the PPD provides the additional benefit of early cash flow for the Contractor.

Enter the Prompt Payment Discount percentage (%) off the invoice payment, for each of the payment issue dates listed, if the payment is issued within the specified Payment Issue days. For example:

5% - 10 Days

4% - 15 Days

3% - 20 Days

2% - 30 Days

If no discount is offered, enter 0%.

The Contractor is unable to provide a prompt payment discount due to the following hardship:

Contractor/Bidder Authorized Signature _________________________________ Date: ____________

Contractor/ Bidder Authorized Signatory Print Name and Title: __________________________________

Bidder Current Environmentally Preferable Products / Practices Form Bidder Company Name: _________________________________________ Date: _______________

This form is a standard evaluation tool and applies to the Bidder’s operations (not the operations of a manufacturer or other company the Bidder works with).

The primary purpose of this form is to encourage Bidders to articulate existing business practices that evidence a sustainable approach to their operations. This may include practices that reduce impacts to the environment or to the public health (examples: creating less waste by using less packaging, eliminating the use of substances or materials that are considered toxic, and using alternative fuel vehicles in the delivery fleet to reduce air pollution and greenhouse gas emissions).

The Commonwealth considers such practices to be part of the “best value” of procurement. For Bidders that have instituted such environmental initiatives, this form may provide an opportunity to receive additional points in the evaluation phase of the RFR. Bidders must substantiate all answers in the spaces provided below (or in an attachment) in order to receive credit. If reference is made to an attached document, or a website, please list the specific page and line you are referencing.

1. Packaging:

Has the Bidder implemented any of the following environmental packaging initiatives?

Uses corrugated materials that exceed the required minimum of 35% post-consumer recycled content (list minimum post-consumer recycled content used).

Uses other packaging materials that contain recycled content and are recyclable in most local programs (list other packaging type).

Reduces or eliminates materials bleached with chlorine or chlorine derivatives (list materials).

Eliminates any packaging that may contain polyvinyl chloride (PVC), polystyrene, or heavy metals (provide details of program).

If yes, describe the practices below:

2. Business Practices / Operations

This section refers to what the Bidder does within their own operations to create a smaller “environmental footprint” in the marketplace, e.g., reducing the impact of their operations through energy conservation, reduction of waste and toxics, and other sustainable practices. Does the Bidder engage in practices that serve to reduce or minimize an impact to the environment, including, but not limited to, the following items?

Encourages environmental initiatives at a corporate level for the purpose of reducing the impact on the environment (attach a copy of the corporate environmental policy).

Has adopted an Environmentally Preferable Purchasing Policy (attach a copy of the Policy).

Uses at least 50% remanufactured toner cartridges in printers (attach total annual spend on remanufactured and Original Equipment Manufacturer cartridges).

Uses Green Cleaning products in all cleaning or janitorial services (attach copy of scope of work with cleaning services provider and types of green products used).

Introduces use of recycled or environmentally preferable products into other operational areas, such as vehicle maintenance products (e.g., re-refined oil and antifreeze or retread tires) (list products).

Purchases appliances and equipment (printers, copiers, microwaves, etc.), that are Energy Star or EPEAT certified models (list products).

Incorporates green building design elements into all construction and renovation projects (list green design elements).

Uses alternative fuel vehicles or vehicles equipped with diesel emission control devices for delivery or transportation purposes and provides guidance in those vehicles on the state’s anti-idling initiatives (list vehicles).

Recycles other materials besides paper, bottles and cans (list materials).

Encourages the use of public/green transit (provide name and description of program(s)).

Please list other sustainable initiatives (e.g., waste reduction programs, green building management programs, other energy efficiency programs, etc.) and provide any measurable data.

If yes, describe the practices below and submit additional documentation with your Quote.

3. Training and Education

If Bidders offer a product or service that involves an environmentally preferable component and they train their staff to inform customers of these features, such training should be outlined below to receive credit. If Bidders provide materials (brochures, info on websites, etc.) on the environmental attributes of their products/services, they can also receive credit in the evaluation process provided a brief explanation is included with this form. Does the Bidder conduct/offer a program to train or inform customers of the environmental benefits of the products to be offered under this contract, or does the Bidder conduct environmental training of its own staff?

☐ Yes

☐ No

If yes, describe the practices below:

4. Certifications

Bidders should familiarize themselves with the various certifications, standards and audits for products and processes that are available within the industry in which they operate, with particular attention to those concerning environmental issues. Has the Bidder or any of its manufacturers or subcontractors obtained any of the following certifications/statuses? (In order to receive credit, please attach a copy of the actual certificate or other documentation obtained.)

Is a reporting member of the WasteWise Program (EPA and Massachusetts) (attach latest reporting).

Has adopted an environmental management system (EMS) geared to continuous improvement (e.g., ISO 14000) (attach copy of summary EMS audit).

Has received a third party energy audit (usually through a utility) and implemented recommendations (attach audit recommendations and identify which have been completed).

Has received a third party waste audit and implemented recommendations (attach audit recommendations and identify which have been completed).

Certified as a Massachusetts Sustainable Business Leader through the Sustainable Business Leader Program (attach certification).

Other industry environmental standards (where applicable), such as the CERES principles, LEED Certification, C2C Protocol, Responsible Care Codes of Practice, etc. (please identify the standard).

Other (Please describe below).

5. Other Environmental Criteria Bidders may provide additional information about environmentally preferable practices that are not set forth above (attach any appropriate documentation to substantiate claim).

DYS RFR 2017-003 Quote Form