ResponseForm A. FINAL.pdf
PDF 222 KB Posted
- Attached to
- 27-IND-7000-Wood
- Solicitation number
- BD-27-1025-DOCIF-7500-134334
- Issued by
- Massachusetts
About this file
This is a Response Form A for solicitation 27-IND-7000-WOOD issued by the Commonwealth of Massachusetts Department of Correction (DOC) to procure wood products, equipment, tools, software, maintenance services, and related supplies. Bidders must complete and submit this form along with all required documentation including a Cost Sheet, detailed reference letters, warranty information, and return policies to be considered responsive. The solicitation requires bidders to provide comprehensive information regarding their product and service offerings, including types, grades, sizes, brands, and stock availability, as well as quality control procedures, moisture testing methods for wood products, and grading rule compliance. Bidders must also detail their quoting procedures, delivery capabilities, lead times for stocked and custom items, company background and experience, and three professional references demonstrating similar work performance.
The form mandates that all ordinary packaging, freight, handling, and delivery costs be included in unit prices, with separate fuel or delivery charges requiring advance written DOC approval. Bidders must provide a Prompt Payment Discount (PPD) unless they can demonstrate undue burden, with discount percentages specified for payment within 10, 15, 20, and 30 days. The solicitation requires bidders to maintain warranties meeting RFR quality standards, establish clear return procedures with no restocking fees, and process credits within two business days. Bidders are encouraged to submit documentation of environmentally preferable practices and sustainable business initiatives in packaging, operations, staff training, and industry certifications to receive additional evaluation points. All bidders must verify the final versions of forms on COMMBUYS.com prior to submission.
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Other files
| File | Type | Posted |
|---|---|---|
| Cost Sheet.xlsx | XLSX spreadsheet | |
| RFR_Wood_Final.pdf | ||
| Appendix A~3.docx | DOCX document |
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Text version
RESPONSE FORM A
27-IND-7000-WOOD
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 & SMALL BUSINESS CERTIFICATION
Company Information
Company Legal Name**
Company DBA**
Street Address**
City / Town**
State**
Zip Code**
EIN / Tax ID Number**
Phone Number
Fax Number
Website
** This information should mirror bidder company W9
Contract Manager
Contact Name
Title
Phone number
Small Business Certified
Yes No Application Pending
Registration date / supporting evidence: _____________________________________________________________
SECTION 2. CHECKLIST OF REQUIRED DOCUMENTATION
Omission of required information or documentation may be grounds for Bidder disqualification.
Required Document Instructions
(attachment name on COMMBUYS)
Mark with “X” if completed and submitted
Response Form A REQUIRED – Must Complete and Return with Bid
This document
Cost Sheet REQUIRED – Must Complete and Return with Bid
Cost Sheet.xlsx
Detailed Reference Letters REQUIRED – Must Provide and Return with Bid
Bidder must obtain and provide document
Warranty
Returns http://www.commbuys.com/
SECTION 3. PROMPT PAYMENT DISCOUNT (PPD)
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. Will your company provide a Prompt Payment Discount?
If yes please define a % next to each day. If no please define why below
a. 10 days ____________
b. 15 days ____________
c. 20 days ____________
d. 30 days ____________
SECTION 4. PRODUCTS AND SERVICES OFFERED
Products & Services Offered
Do you offer?
yes no
Equipment, tools, or software
Maintenance and Auxiliary Services
Lumber or engineered wood
Supplies or alternative materials
Information requested Bidder response
What products or services do you offer? List types, grades, sizes or brands.
What stock, suppliers or staff support your offer?
How do you match specifications and obtain approval for substitutions?
How do you check quality, track orders/lots and verify wood moisture?
What is your backup plan for shortages or unavailable staff?
For wood, identify grading rules and moisture testing methods in your response. Include product documentation where applicable.
SECTION 5. QUOTES AND PRICING
Complete the applicable Cost Sheets tabs and one Illustrative Quote. A fixed-price catalog or contract-term hourly rate is not required. The example dollar amount is not scored.
How quickly do you provide normal and urgent quotes? Who handles delays?
How do quotes show specifications, quantities, units and all costs?
How do you set prices and verify discounts, markups or cost-plus amounts?
How long are quotes valid? How are price changes and extra work approved?
How do you check invoices and resolve errors or credits?
Confirm:
☐ Ordinary packaging, freight, handling, and delivery are included in unit prices.
☐ Separate fuel/delivery charges require advance written DOC approval.
☐ Travel is disclosed, preapproved, and supported as required by the RFR.
☐ Credits are processed within two business days.
SECTION 6. DELIVERY AND SCHEDULING
Service providers may describe scheduling, and service start dates instead of shipping.
What are your lead times for stocked, nonstock or custom items / services?
How do you confirm orders and manage stock or schedules?
How will you meet DOC clearance, packaging, and delivery requirements?
How do you report back-orders and obtain approval for partial shipments or quantity changes?
How do you resolve delivery or scheduling problems?
SECTION 7. COMPANY CAPABILITY AND REFERENCES
Service providers may describe scheduling, and service start dates instead of shipping.
Briefly describe your business, key staff and account responsibilities.
Describe similar work that shows you can perform the offered scope.
Provide THREE references below or attach a reference list. If fewer are available, explain and provide staff references or other relevant evidence. Company age and prior DOC experience are not scoring factors.
Ref.
Organization and contact Name, phone and email
Work performed and dates Company or staff experience
SECTION 8. AUTHORIZATIONS AND SUPPLY SOURCE
List required licenses, dealer/OEM permissions or certifications. Attach proof, or explain why none are needed.
Identify supply sources and how you verify authenticity, lawful resale and warranty coverage.
List proposed subcontractors and their work, qualifications and contact details.
SECTION 9. WARRANTY AND WORKMANSHIP
Raw materials without an OEM warranty must still meet the RFR’s quality and remedy requirements.
List required licenses, dealer/OEM permissions, or certifications. Attach proof or explain why none are needed.
Identify supply sources and how you verify authenticity, lawful resale, and warranty coverage.
SECTION 10. RECALLS AND SAFETY
Service providers should address safety alerts and correction of unsafe work.
How do you identify recalls or safety issues and notify DOC?
How do you locate affected orders, stop supply and provide a remedy?
SECTION 11. RETURNS AND CORRECTIONS
Describe return contacts, deadlines, and procedures, including custom-order terms.
Attach your return policy.
State pickup, replacement, and credit timeframes. Explain how you handle concealed defects, including moisture.
Confirm:
☐ No return freight, handling, or restocking fees under the Contract.
☐ The RFR’s one-year full-refund default applies unless DOC accepts a different policy.
☐ Applicable moisture, inspection and replacement requirements will be met.
SECTION 12. OPTIONAL SERVICES AND DISCOUNTS
Describe any offered options below or write “Not offered.” These options do not add points or affect qualifications. Accepted order commitments are enforceable.
Training for new or existing equipment
Technical support and software support
Maintenance plans
Volume or other discounts and conditions
SECTION 6. ENVIRONMENTALLY PREFERABLE PRODUCTS / PRACTICES
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 TO PROVIDE INFORMATION REGARDING THEIR
ENVIRONMENTALLY PREFERABLE/SUSTAINABLE BUSINESS PRACTICES AS THEY RELATE TO THIS CONTRACT WHEREVER
POSSIBLE.
BIDDERS WHO CAN DEMONSTRATE SUCH INITIATIVES (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/OR INCLUDE INFORMATION IN THE BOX FOLLOWING EACH QUESTION).
1. PACKAGING: ____ YES _____ NO _____ N/A
HAS YOUR COMPANY IMPLEMENTED ANY OF THE FOLLOWING ENVIRONMENTAL INITIATIVES?
a. USE OF CORRUGATED MATERIALS THAT EXCEEDS THE REQUIRED MINIMUM OF 35% POST-CONSUMER RECYCLED CONTENT
b. USE OF OTHER PACKAGING MATERIALS THAT CONTAIN RECYCLED CONTENT AND ARE RECYCLABLE IN MOST LOCAL PROGRAMS
c. PROMOTE WASTE PREVENTION AND SOURCE REDUCTION BY REDUCING THE EXTENT OF THE PACKAGING AND/OR OFFERING
PACKAGING TAKE-BACK SERVICES, OR SHIPPING CARTON RETURN
d. REDUCES OR ELIMINATES MATERIALS WHICH HAVE BEEN BLEACHED WITH CHLORINE OR CHLORINE DERIVATIVES
e. ELIMINATES ANY PACKAGING THAT MAY CONTAIN POLYVINYL CHLORIDE (PVC), OR POLYSTYRENE OR HEAVY METALS
2. BUSINESS PRACTICES / OPERATIONS / MANUFACTURING ____ YES _____ NO _____ N/A
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. RECYCLE MATERIALS IN THE WAREHOUSE OR OTHER OPERATIONS
b. USE OF ALTERNATIVE FUEL VEHICLES OR VEHICLES EQUIPPED WITH DIESEL EMISSION CONTROL DEVICES FOR DELIVERY OR
TRANSPORTATION PURPOSES
c. USE OF ENERGY EFFICIENT OFFICE EQUIPMENT OR SIGNAGE OR THE INCORPORATION OF GREEN BUILDING DESIGN ELEMENTS
d. USE OF RECYCLED PAPER (THAT MEETS FEDERAL SPECIFICATIONS) IN THEIR MARKETING AND/OR RESOURCE MATERIALS
e. OTHER SUSTAINABLE INITIATIVE
3. TRAINING AND EDUCATION ____ YES _____ NO _____ N/A
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, AND/OR DOES THE BIDDER CONDUCT ENVIRONMENTAL TRAINING
OF ITS OWN STAFF?
4. CERTIFICATIONS ____ YES _____ NO _____ N/A
HAS THE BIDDER OR ANY OF ITS MANUFACTURERS AND/OR SUBCONTRACTORS OBTAINED ANY OF THE FOLLOWING
PRODUCT/INDUSTRY CERTIFICATIONS?
a. ISO OR ADOPTED SOME OTHER EQUIVALENT ENVIRONMENTAL MANAGEMENT SYSTEM
b. OTHER INDUSTRY ENVIRONMENTAL STANDARDS (WHERE APPLICABLE), SUCH AS THE CERES PRINCIPLES, LEED CERTIFICATION, C2C PROTOCOL, RESPONSIBLE CARE CODES OF PRACTICE OR OTHER SIMILAR STANDARDS
c. THIRD PARTY PRODUCT CERTIFICATIONS SUCH AS GREEN SEAL, SCIENTIFIC CERTIFICATION SYSTEMS, SMARTWOOD, ETC.
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