RFR_173122~3.doc

The Commonwealth of Massachusetts

Department of public health

MA Registry of Vital Records

Address: 150 Mt Vernon St, Dorchester, MA Contact Name: Katherine Serrano Telephone #: 617-740-2613 Fax #: 617-740-2696 Email: katherine.serrano@state.ma.us

Request for Response (RFR) Document Title: RVRS Records Binding Small Procurement ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-17-1031-HISRE-RVR01-10177 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: RFR_173122 October 14, 2016 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 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.

Procurement Category: 82-12-19 Object Code: E02 Activity Code: 4840

1.1 Procurement Scope and Description: The Massachusetts Registry of Vital Records is seeking an experienced bindery with the ability to come in-house (150 Mt Vernon St, Dorchester, MA.) on an on-going basis (generally semi-annually with 15 days’ notice) with their own equipment and supplies to bind approximately 100,000 records annually into about 200 five hundred page volumes. RVRS is looking for a finished product that is secure but may be conveniently accessed, and has the ability to be cost-effectively dismantled so that records may be copied into alternate format (OCR/digital/etc.) at a future date.

1.2 Background Information: The Massachusetts Registry of Vital Records has had records bound for over 50 years. This procurement recommences these services as the current procurement duration has expired.

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:

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Fee-For-Service

Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

Other:

1.7 Use of a 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: __3__ year(s) ____months;

Anticipated Renewal Options: __1__ options to renew for ___3__ year(s) each option

Final End Date of this Contract: __06/30/2022______________________

1.9 Anticipated Expenditures, Funding Or Compensation For Expected Duration Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount $_90,000_ 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

To come in-house (150 Mt Vernon St, Dorchester, MA.) on an on-going basis (generally semi-annually with 15 days’ notice) with their own equipment and supplies to bind approximately 100,000 records (61/2 x 81/2 and 9” x 81/2) annually into about 200 five hundred page volumes. However, the initial call will require the binding of approximately 400 volumes. RVRS is looking for a durable, two piece, hard cover post binder with a three piece spine construction. The binding posts must be durable and flexible to allow for easy photocopying. Volume information will need to be printed in black on spines prior to in-house binding. All adhesives and materials used must be archival quality. RVRS needs a finished product that is secure but may be conveniently accessed, and has the ability to be cost-effectively dismantled so that records may be copied into alternate format (OCR/digital/etc.) at a future date. The Registry will also need repair/replacement services for worn/broken index and records volumes.

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 Specifications tab for environmental purchasing requirements.

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 Engagement is in compliance with what has been requested and what the Contractor has offered in this RFQ. 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

6. Ability to respond within 15 day notice period.

7. Level of workmenship.

8. Cleanliness of work area after services

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

4.0 Contract Invoicing

Contractor/vendor will provide a company invoice through email to katherine.serrano@state.ma.us or a designee no later than 30 days after completion of each service provision. The numbered invoice will designate the dates of service, number of volumes bound, price per volume, and total invoice amount.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. Please see Forms and Terms screen.

5.0 Submission Requirements

1. Respond to Evaluation Criteria

2. Provide full description of equipment that will be placed at RVRS to provide this service.

3. Provide Price per bound volume by range of volumes bound. (Ex. Set-up charge, $x per volume for 1-100; $x.x per volume for 101-200; up to 400 volumes.)

6.0 Evaluation Criteria

1. Experience providing similar service to a Massachusetts State Government agency.

2. Satisfaction of State agencies to service provided. Provide references.

3. Other experience in providing a similar service.

4. Guarantee to react within 15 days’ notice.

5. Provide guaranteed minimum number of volumes completed per day.

6. Quality of materials (must be archival quality) – describe.

7. Quality of finished product, including durability, security and method of unbinding.

8. Provide a workmanship/product guarantee.

9. Provide criteria for onsite repair/replacement service of current volumes.

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 under the Forms and Terms tab.

7.0 Estimated Procurement Calendar (eliminate row if N/A)

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.

October 24, 2016 @ 3:00 PM Katherine.serrano@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.

October 28, 2016 @3:00 PM

Deadline for Forms that require Ink Signatures.

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

November 18, 2016

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 section 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

the application.

9.0 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.

This is a Small Procurement targeted to verified small businesses participating in the Commonwealth's Small Business Purchasing Program (SBPP). The Department intends to award a contract to one or more SBPP-participating businesses verified through COMMBUYS who submits a quote that meets or exceeds the best value requirements. Subcontracting in SBPP procurements is limited to no more than 20% of the total value of the contract, unless it is with another verified SBPP participant. If it is determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive quote, the Department may award the solicitation to vendors who submitted responses and are not participating in the SBPP. To determine eligibility and to participate in the SBPP, please review the eligibility criteria and general program information at www.mass.gov/sbpp.

Small procurement 6-11-2015