RFR_173120.doc

The Commonwealth of Massachusetts

Department of public health

WIC Nutrition Program

Address: 250 Washington Street, 6th Floor Boston, MA 02108-4619

Contact Name: Jasmine Benger Telephone #: 617-624-6142 Fax #: 617-624-6179 Email: Jasmine.benger@state.ma.us

Request for Response (RFR)

Document Title: Non-invasive Hemoglobin Testing Machines/Supplies ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-17-1031-BFHN0-BFH01-00000009712 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: 173120

September 6, 2016

Object Code: _____F05____ Activity Code: _____3375____

1.1 Procurement Scope and Description:

The Massachusetts WIC Nutrition Program – Nutrition Division (WIC Program) is seeking a vendor to provide non-invasive hemoglobin testing machines and supplies to be used throughout the 31 local WIC programs in the state.

The contract will consist of an agreement to provide a comprehensive system which will include all screening equipment, testing materials, training and support to the 31 local WIC programs throughout the state.

1.2 Background Information:

The WIC Program’s federal requirements for iron screening are a critical component of the Program’s mission to identify and help remedy nutritional deficiencies among its participants. The Massachusetts WIC Program does prioritize the use of referral blood test results from primary care providers in an effort to eliminate unnecessary blood testing and to improve collaborations between local WIC programs and the medical community; however, iron screening protocols vary between practices and are not always aligned with WIC policy. Additionally, communication and time constraints can prevent the timely receipt of iron test values for WIC documentation and certification. Therefore, all local WIC programs are required to provide participants with access to iron screening tests to improve the health status of WIC participants.

In order to comply with USDA application requirements, the WIC Program has been using ‘point of care testing’ (POCT) to conduct in-office hemoglobin testing for participants who have not had a recent screening done by a medical provider. The use of the non-invasive technology will eliminate this barrier to obtaining WIC services and will increase mobility therefore allowing WIC to offer services in non-traditional locations. The WIC Program is looking to purchase machines and testing supplies for all 31 local WIC programs.

1.3 Applicable Procurement Law

Executive Branch Goods and Services

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Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

1.4 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

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Single Contractor

Multiple Contractors

1.5 Calendar Rule Type:

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1.6 Acquisition Method:

Fee-For-Service

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Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

Other:

1.7 Use of Procurement by a Single or Multiple Departments:

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Limited User Contract – Restricted to Use by Issuing Entity Only.

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

· Identify additional Eligible Entities by name or type.

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.8 Expected Duration of Contract:

Anticipated Initial Duration up to: __1__ year(s) __8__months;

Anticipated Renewal Options: __2__ options to renew for __1___ year(s) each option

Final End Date of this Contract: _____6/30/2020___________________

1.9 Anticipated Expenditures, Funding or Compensation for Expected Duration Estimated Total Value of Procurement (Including Possible Renewal Options): Amount $300,000 Check One (“X”):

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Contract will have a Maximum Obligation

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Rate Contract: Contract will NOT have a Maximum Obligation Amount

Subject to Quotes by Pre-Qualified List of Contractors

Will Federal Funds be used to fund any part of Contract(s)?

No

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Funds Balance Forward Requirement for Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Specifications

Bidder Qualifications:

· Bidder must be able to demonstrate it has the capacity and the experience to meet the needs of the Commonwealth as a distributor or specialty supplier distributor.

· Bidders must be able to demonstrate that they have sufficient sales and financial stability to meet the needs of the Commonwealth as a distributor or specialty supplier distributor.

· Bidder must have been in the business of selling medical commodities for at least three years at the time of submitting a bid.

· Bidder must be able to educate the direct service providers and users on their product (testing machines and supplies) and provide technical assistance should it be necessary.

· Bidder must be able to deliver their product (testing machines and supplies) to the WIC Distribution Center in Northborough, MA no later than 30 days after receipt of purchase order.

Scope of Services:

The Massachusetts WIC Nutrition Program – Nutrition Division is interested in purchasing non-invasive hemoglobin testing machines and supplies to be used at 31 local WIC programs (comprised of 120 sites) throughout the state.

· Bidder must be able to provide at minimum 120 non-invasive and quick spot-check hemoglobin testing machines capable of obtaining accurate SpHb levels.

· Bidder must be able to provide at minimum 15,000 adult non-invasive Hgb tests.

· Bidder must be able to provide at minimum 45,000 pediatric non-invasive Hgb tests.

Pricing Specifications:

For environmental purchasing requirements, please see the “Required Procurement Language for Executive Order 515, Establishing an Environmental Purchasing Policy” section of the RFR Standard Required Information document posted at the COMMBUYS Bid Solicitation; File attachment section.

3.0 Performance Requirements and Contract Monitoring

The Department of Public Health is endeavoring to deliver the best value to facilitate our needs. However, it is important to measure the contractor’s performance to ensure the contract is in compliance with what has been requested and what the contractor has offered in this RFR. The following performance areas will be subject to measurement:

1. Timely Delivery (Commodities, Services, Reports, Billing, etc.)

2. Responsiveness to Departmental Inquiries

3. Quality of Deliverables (Commodities, Services, Reports, etc.)

4. Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

5. Attendance at scheduled meetings

The PMT shall negotiate with contractors any requirements not set forth in the RFR

4.0 Contract Invoicing

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. COMMBUYS Bid Solicitation for this form.

5.0 Submission Requirements

Bidder should respond to each item listed and submit as part of the quote process:

1. Provide a detailed description of the machines and testing materials to be provided to MA WIC program which should include a product description for the device (5 page maximum)

a. Please note that the bidder should be able to provide a minimum 120 non-invasive and quick spot-checking of total hemoglobin (SpHb) oxygen saturation (SpO2), pulse rate (PR), and perfusion index (PI) testing machines capable of obtaining accurate levels, a minimum of 15,000 non-invasive SpHb adult Hgb tests, and minimum of 45,000 non-invasive SpHb pediatric Hgb tests

2. Provide a breakdown of the pricing information in a detailed cost report (1 page maximum)

3. Provide an outline of the training schedule which should include overview of technical assistance protocol and list a contract manager (2 page maximum)

4. Provide a service and delivery schedule for the shipment (1 page maximum)

a. Please note the bidder should be able to send supplies to the WIC Distribution Center in Northborough, MA

5. Provide the manufacturer’s warranty information for machines and testing supplies (4 page maximum)

6. Provide the company’s Supplier Diversity Program forms

7. Provide examples of any prior experience providing these supplies and services to other organizations (3 page maximum)

6.0 Evaluation Criteria

· Overall cost of the items and service for the total contract period will amount to 70% of the total evaluation

· Providing a complete training protocol and a designated contract manager will account for 10% of the total evaluation

· Prior experience with providing this type of service including training and provision of machines and testing materials will account for 10% of the total evaluation

· Bidders responding to this RFR must submit an Supplier Diversity Program (SDP) (formally known as Affirmative Market Program AMP) and this will account for 10% of the total evaluations

Scoring Breakdown:

-Overall cost: 70%

-Training protocol, contract manager: 10%

-Prior experience: 10%

-Vendors SDP: 10%

Total Score: 100% Supplier Diversity Program (SDP): The Supplier Diversity Program (formerly known as Affirmative Market Program) was established in September, 2010 via Executive Order 524 to promote equality in the state contracting market by ensuring full participation of minority and women owned business enterprises (M/WBEs) in all areas of state contracting including construction, design, goods and services. The Executive Order consolidates the State Office of Minority and Women Assistance (SOMWBA) and Affirmative Market Program (AMP) into a new Supplier Diversity Office (SDO) that is part of the Operational Services Division. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. The essence of both Executive Orders is to provide policies to promote the award of state contracts in a manner that develops and strengthens certified Minority and Women Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), because a diverse business community strengthens the economy and is beneficial to all of the citizens of the state.

Additional information about SDP can be found in the Supplier Diversity Program (SDP) Plan section of the “Additional Requirements” document found on the COMMBUYS Bid Solicitation. The Supplier Diversity Program (SDP) Plan Commitment & Declaration of SDP Partner(s) form can be found at the COMMBUYS Bid Solicitation.

The SDP plan counts for 10% of the total proposal review score. Unless there are documented extenuating circumstances, no contract will be executed with a provider unless a percentage commitment of the contract amount has been made with at least one SDP-certified business.

Prompt Payment Discounts (PPD) All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. 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 on the OSD Forms page and in this solicitation at the COMMBUYS Bid Solicitation.

7.0 Estimated Procurement Calendar

Deadline for Questions and Answers

All Questions must be received in writing. Questions can be sent by email no later than the date and time indicated in the Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

10/6/2016 Jasmine.benger@state.ma.us

The BID opening date

(Deadline for Submission of Response)

All responses to be submitted electronically using the online submission tools available to active COMMBUYS account holders.

10/11/2016, 4:00pm

Deadline for Forms that require Ink Signatures.

(See Instructions for Submission of Responses below for further instruction.)

10/18/2016

Jasmine Benger DPH- WIC, Nutrition Program

250 Washington Street, 6th Floor

Boston, MA 02108

8.0 Instructions for Submission of Responses

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes must be received by the Department of Public Health before the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable.

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

COMMBUYS Item Screen Vendors submitting quotes with “No Bid” checked in the item screen will not be eligible to enter into a contract with DPH. “No Charge” must be checked or a dollar amount entered in the Unit Cost Field. The “No Charge” selection will not be construed by the Purchaser to mean an offer to provide services or products at no charge.

Electronic Signatures

Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms.

Ink Signatures

The Commonwealth of Massachusetts requires Contractors to submit original ink-signature versions of the following forms:

· Commonwealth Terms and Conditions (If not already on file with the Comptroller)

· Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) (If not already on file with the Comptroller)

· Electronic Funds Transfer Sign Up Form (If not already on file with the Comptroller)

Bidders who agreed to the terms and conditions of these forms electronically via COMMBUYS online Quote submission tool must still submit the above forms with ink signatures within seven (7) calendar days of the Open date for this BID (See Procurement Calendar above). Successful bidders may have a delay in the execution of their contracts if the above forms are not received by DPH in timely manner.

File Format and Naming Conventions

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Zipped files will be accepted and must be in must be in a .zip format.

DPH is requiring that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder, the RFR number and the name of the document. (e.g. Company Name _ RFR Number _Doc Name).

8.0 RFR Attachments:

The forms listed on the COMMBUYS Bid Solicitation for this RFR must be submitted with your response where indicated.

To assist bidders in identify the purpose of the attachments for this procurement; the forms posted on the COMMBUYS attachment section have a prefix according to the following chart:

complete and sign in blue ink as instructed in the RFR

10.0 COMMBUYS Support

The following resources are provided to assist Bidders in submitting Quotes:

· An online job aid on “Creating a Quote in COMMBUYS for DPH; Standard RFRs”

· Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through COMMBUYS.

Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and 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 Purchasing Department, including requests for clarification. The Purchasing Department 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 Purchasing Department to be lost or rejected by any means including email or spam filtering. To register go to � HYPERLINK "http://www.COMMBUYS.com" �www.COMMBUYS.com�.

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.