Response-Form-A.doc

Response Form A - Bid Response Sheet

RFR Color Digital Printing Press System Before submitting this and all other forms associated with this solicitation, all Bidders are advised to check the solicitation record on www.commbuys.com for the final versions of all forms.

All Bidders must complete and return this Attachment with their response in order to be considered responsive. Completing every section of this document fully is mandatory unless instructions for specific questions state otherwise.

Section 1. Contact Information

Company name

Street address, city, state, zip

Main phone number

Toll-free phone number

Fax number

Website

Name, Title

Phone number

Fax

Email

Name, Title

Phone number (working hours)

Phone number (non-working hours)

Fax

Email

Section 2. Checklist of Required Documentation

Omission of required information or documentation may be grounds for Bidder disqualification. To ensure accurate review of your submission, please follow the file naming conventions and use the provided wording for the “Response Description” field.

File name: Print_Press_ResponseForm_A_[your company name]

Response description: Response Form A

Cost Sheets See Section 3.4 of the RFR Complete electronically and submit with response.

File name: Cost_Sheets_[your company name] Response description: Cost Sheets

Most recent independent audit and accompanying financial statements

See Section 3.1.2 of the RFR Combine in one file and submit with response.

File name: Independent_Audit_[your company name] Response description: Independent Audit

Samples of Print Quality

See Section 3.2.2 “Print Quality” of the RFR Submit samples by November 5, 2014 by 1:00 PM via mail to:

Denise Raynor, Deputy Director, Admin & Finance

MassCor

1 Industries Drive, Building A

Norfolk, MA 02056

Certified copies of insurance

See Section 3.2.39 of the RFR Combine in one file and submit with response.

File name: Insurance_[your company name]

Response description: Copies of Insurance

File name: Standard_Cont_Form_[your company name] Response description: Standard Contract Form

File name: Comm_T-C_[your company name]

Response description: Commonwealth Terms & Conditions

File name: W-9_[your company name]

Response description: W-9 Form

File name: Cont_Authoriz_[your company name]

Response description: Contractor Authorized Signatory Form

Page 8 of Response Form A

Page 9 of Response Form A

Page 10 of Response Form A

Page 11 of Response Form A

Page 12 and 13 of Response Form A

Warranty Documentation Provide all warranty documentation per RFR Section 3.2.16 Combine in one file and submit with response.

File name: Warrenty_[your company name] Response description: Warranty Information

File name: for_review_[document title]_[your company name]

Response description: For Review - [document title]

Section 3. Company Information

1. Basic Information

Use this column for the answer or attach additional documentation

Number of years in business prior to the due date of this solicitation

Has the company had a previous Tax ID? What was the company’s past name?

Was this the result of a merger or acquisition? Please define with dates of this circumstance

Number of years in business offering digital print presses

2. Employee Certification Bidders are to provide the following information regarding certified technicians currently employed.

Use this column for the answer or attach additional documentation

Total Number of service technicians employed

Number of service technicians certified by OEM

List the equipment that the technicians are certified for

Average number of years’ experience of service technicians

Below please state Bidder’s policy regarding employee OEM certification.

Use the box below for the answer

3. Administrative Capability Maintaining a contractual relationship with MassCor will require the Contractor to establish systems that would enable them to track and report contract activities on a quarterly basis. even if no business is done under the contract. The penalty for non-compliance with this requirement is contract suspension or termination. By clicking the boxes below, the Bidder certifies that it has the required administrative capability to supply the following information on a quarterly basis.

Quarterly reporting of spending with Supplier Diversity Program (SDP) Partner Monthly/Quarterly billing as defined in the RFR

4. Emergency Preparedness: COOP Plan.

Indicate 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. This information will not be considered in the evaluation of the response.

Yes

No

5. Financial Stability/Adverse Conditions

Litigation, Penalties, Pending Actions, Enforcement Actions, or Bankruptcy: The bidder shall submit a description of any and all investigations, indictments or pending litigation by any federal, state or local jurisdiction relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related company. A list of all criminal convictions within the last five years relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related entity. A list of all civil penalties, judgments, consent decrees and other sanctions within the last five years, as a result of any violation of any law, rule, regulation or ordinance in connection with its business activities relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related entity. A list of all actions occurring within the last five years which have resulted in revocation or suspension of any permit or authority to do business in any jurisdiction relating to the submitting entity, any officer, director, partner or member thereof, any affiliate or any related entity. A list of all actions occurring within the last five years that have resulted in the barring from public bidding relating to the bidder, an officer, director, partner or member thereof, any affiliate or any related entity. A list of all pending actions and enforcement actions, including OSHA violations. A list of all bankruptcy and other similar proceedings within the past five years relating to the bidder, any officer, director, partner or member thereof, any affiliate or any related entity.

Defaults: The bidder shall provide a description, in detail, of any situation in which the bidder’s firm (either alone or as part of a joint venture), or a subsidiary of the bidder’s firm, defaulted or was deemed to be in noncompliance of any contractual obligations, explaining the situation, its outcome and all other relevant facts associated with the event described. Please also provide the name, title and telephone number of the principal manager of the contract user who asserted the event of default or noncompliance.

Other Adverse Situations: The bidder shall provide a description of any present facts known to the bidder that might reasonably be expected to affect adversely either its ability to perform any aspect of the agreement or the viability of any affiliated entity that might reasonably be expected to supply financial support.

Use this column for the answer

Describe any Litigation, Penalties, or Bankruptcy

Describe any Defaults

Describe any other Adverse Conditions

Describe any actions, pending actions, enforcement actions or violations

6. Describe your company’s liability (general and auto), property, personal injury and worker’s compensation insurance, including the limits, in the box below. Submit certified copies of insurance, see Section 2 of Response Form A.

General liability

Auto

Pollution

Property

Personal injury

Worker’s compensation

Section 4. Company Capability

1. State brand name, model and year of color digital printing press:

2. Does your company offer a demonstration for a fully configured press that meets the specifications as stated in this RFR?

Yes or No

If yes, please describe in detail what your company offers for a demonstration.

Use the box below for the answer

If yes, please list color digital print press model below:

Demonstration color digital printing press

Demonstration color digital printing press

3. Bidders are to state how the automated calibration and registration approach reduces operator intervention. See Section 3.2.2 of the RFR. Limit 1 page.

Use the box below for the answer

4. Bidders are to clearly explain the network and standard security features included in their color digital printing press system. See Section 3.2.2 of the RFR. Limit 1 page.

Use the box below for the answer

5. Bidders are to provide a detailed explanation of their ability to invoice on a flat quarterly maintenance plan. See Section 3.2.11 of the RFR. Limit 1 page Use the box below for the answer

6. Bidders are to maintain a toll-free technical support line. See Section 3.2.11 of the RFR. Please provide the toll-free number below:

Use the box below for the answer

7. Does the Bidder offer an operational meter credit arrangement as described in Section 3.2.11?

Yes

No

8. Bidders are to define what supplies will be an additional cost. It is desirable that the cost of supplies, excluding paper, staples and 5th color toner, are to be included in the service maintenance costs. Add more lines as needed. See Section 3.2.12 of the RFR. Limit: 1 page.

9. Does the Bidder offer an extended on-site warranty offer including all parts and labor on the digital printing press after 6 months? If so, what is the length of the extended warranty? See Section 3.2.16 of the RFR. Submit warranty, see Section 2 of Response Form A.

Use the box below for the answer

10. Please describe the Bidder’s trade-in policy.

Use the box below for the answer

11. Value Added Services. Please describe any value-added services or Alternative Option Plan provided by your company that are relevant to the scope of your response to this RFR. Limit: 1 page.

Use the box below for the answer

12. Equal or Better. Please describe in detail any equal or better color digital printing press specifications provided by your company that meet the specifications as stated in this RFR. Limit: 1 page.

Use the box below for the answer

13. Price Benchmarking Please describe any price agreements you may have with the U.S. Federal Government (e.g. General Services Administration), national public purchasing cooperatives (e.g. US Communities, NJPA, etc.), local purchasing cooperatives (e.g. chemical buying consortiums), or other states or large public organizations within the Commonwealth of Massachusetts. How does the pricing proposed by your company under this contract compare to pricing offered under agreements with above-mentioned organizations. Limit: 1 page.

Use this column for the answer

If Yes, name the organization(s) supplied under that contract:

If Yes, please compare the pricing offered under that contract with the pricing proposed to the Commonwealth in response to that solicitation:

If Yes, please compare the pricing offered under that contract with the pricing proposed to the Commonwealth in response to that solicitation:

If Yes, please compare the pricing offered under that contract with the pricing proposed to the Commonwealth in response to that solicitation:

If Yes, please compare the pricing offered under that contract with the pricing proposed to the Commonwealth in response to that solicitation:

Certification

I , ___________________________________, agree to all terms, conditions and requirements stated in this RFR. I realize failure to comply with any requirement of this RFR after contract award may result in termination of an awarded contract.

Signed electronically, Authorized officer name:

Title:

Date:

Supplier Diversity Program (SDP) Plan Commitment

SDP Plan Form #1

(To be submitted with Bid Response)

Contract/RFR Document Number:

Instructions: Completing all parts of this form is mandatory. Please read instructions in the SDP section of the solicitation. Complete one form and submit with Bid.

Part I Bidder/Contractor Information (Required)

Business Name:

Contact Name:

Phone # ( FORMTEXT

Email address:

Part II Financial Commitment (Required)

Provide a specific percentage committed (as a percentage of Bidder/Contractor sales derived from this contract for the life of the contract) to be spent with all certified SDP Partners that the Bidder will propose if awarded a Contract. Please note that prime bidders who are SDO-certified must also submit an SDP Plan Form.

SDP Percentage Committed in Bid Response for Life of Contract:

Supplier Diversity Program (SDP) Resources:

· Resources available to assist Prime Bidders in finding potential Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) partners can be found on the Supplier Diversity Program Webpage (www.mass.gov/sdp).

· Resources available to assist Prime Bidders in finding potential Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) partners can be found on the Supplier Diversity Office Webpage (www.mass.gov/sdo).

· The Supplier Diversity Program offers training on the SDP Plan requirements. The dates of upcoming trainings can be found on the OSD Training & Outreach Webpage. In addition, the SDP Webinar can be located on the Supplier Diversity Program Webpage (www.mass.gov/sdp).

COMMONWEALTH OF MASSACHUSETTS

Prompt Pay Discount Form

(Invoice discounts for receiving fast payments)

Revised 3/9/07

Bidder Name: .

Vendor Code (VCUST): .

Contract/RFR Number(s): .

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: __________________________________

Additional Environmentally Preferable Products / Practices

Bidder Company Name: ___________________________________________________ Date: _______________

In line with the Commonwealth’s efforts to promote products and practices which reduce our impact on the environment and human health, Bidders are encouraged provide information regarding their environmentally preferable/sustainable business practices as they relate to this contract wherever possible.

Bidders who can demonstrate such initiatives in their RFR submission (referencing, but not limited to, the items listed below) will be eligible to receive evaluation points.

In order to receive evaluation points, Bidders must complete this form and submit it with their RFR Response.

Bidders must submit appropriate documentation to support the items for which the Bidder indicated a “Yes” and present this documentation in the proper sequence of this Attachment.

1. Packaging

Has the Bidder implemented any of the following environmental initiatives?

(A checkmark indicates “Yes”) Use of corrugated materials that exceeds the required minimum of 35% post-consumer recycled content

Use of other packaging materials that contain recycled content and are recyclable in most local programs

Promotes waste prevention and source reduction by reducing the extent of the packaging and/or offering packaging take-back services, or shipping carton return

Reduces or eliminates materials which have been bleached with chlorine or chlorine derivatives

Eliminates any packaging that may contain polyvinyl chloride (PVC), or polystyrene or heavy metals

If yes, use the box below to enter a description of the practices being followed. The box below will expand to accommodate the information being entered.

2. Business Practices / Operations / Manufacturing

Does the bidder engage in practices that serve to reduce or minimize an impact to the environment, including, but not necessarily limited to, the following items?

(A checkmark indicates “Yes”)

Recycles materials in the warehouse or other operations

Use of alternative fuel vehicles or vehicles equipped with diesel emission control devices for delivery or transportation purposes

Use of energy efficient office equipment or signage or the incorporation of green building design elements

Use of recycled paper (that meets federal specifications) in their marketing and/or resource materials

Other sustainable initiative

If yes, use the box below to enter a description of the practices being followed. The box below will expand to accommodate the information being entered.

3. Certifications

Has the bidder or any of its manufacturers and/or subcontractors obtained any of the following product / industry certifications?

(A checkmark indicates “Yes”)

ISO 14000 or adopted some other equivalent environmental management system

Other industry environmental standards (where applicable), such as the CERES principles, LEED

Certification, C2C Protocol, Responsible Care Codes of Practice or other similar standards

Third Party product certifications such as Green Seal, Scientific Certification Systems, Smartwood, etc.

If yes, bidders must submit copies of the certificates obtained.

4. Other Environmental Criteria

Bidders are encouraged to respond to criteria specifically indicated in this RFR as “desirable environmental criteria” (and attach the appropriate documentation) to receive consideration in the evaluation.

If yes, use the box below to enter a description of the practices being followed. The box below will expand to accommodate the information being entered.

COMMONWEALTH OF MASSACHUSETTS

Authorization for Electronic Funds Transfer Payments

I, _____________________, hereby authorize the Commonwealth of Massachusetts, through the State Treasurer, to deposit funds due into the account at the bank named below. The State Treasurer is also authorized to debit my account only to adjust any overpayment which has been made to my account.

VENDOR BANK INFORMATION

Bank Name:

Bank Transit Number:

Bank Account Number:

Checking or Savings Account:

VENDOR INFORMATION

Vendor Tax Identification Number:

Vendor/Business Name:

Vendor Contact Name:

E-Mail

Telephone:

Address:

City:

State and Zip Code:

This Authorization will remain in effect until either cancelled in writing or an updated form changing information is sent to the Department you currently do business with.

AUTHORIZED SIGNATURE:

Print Name:

Title:

Date:

Form forwarded to Commonwealth Department:

Attach a voided check here

Business Reference Form

Bidder:

RFR Name/Title: Color Digital Printing Press System

RFR Number:

The bidder must provide four (4) business references.

Reference name:_____________________________________ Contact:

Address: ________________________________________________Phone: # ( )

Fax/Internet address:

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

Reference name: _______________________________________Contact:

Address: _______________________________________________Phone: # ( )

Reference name: ______________________________________ Contact:

Address: _______________________________________________Phone: # ( )

Reference name: ______________________________________ Contact:

Address: ______________________________________________Phone: # ( )

References will be contacted to confirm the bidder’s abilities and qualifications as stated in the bidder’s response. The department may deem the bidder’s response unresponsive if a reference is not obtainable from a listed reference after reasonable attempts.