RFR_184027-revised~1.doc

The Commonwealth of Massachusetts

Department of public health

TEWKSBURY HOSPITAL

Address: 365 EAST STREET TEWKSBURY MA 01876 Contact Name: MARIA BEAUDRY Telephone #:978-851-7321 X2224 Fax #:978-851-7645 Email : MARIA.BEAUDRY@STATE.MA.US

Request for Response (RFR) Document Title: GROCERIES/HOUSEHOLD ITEMS Small Procurement ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-17-1031-TSH00-TSH01-16832 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: RFR_184027

06/02/2017 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: 42-25-15 Object Code: F18 Activity Code: 4810

1.1 Procurement Scope and Description:

The Department of Public Health (DPH) seeks to establish a pre-qualified list of local vendors to be used by the DPH Hospitals including Tewksbury, Shattuck, Western Mass and Pappas. The qualified vendors would provide items that need to be purchased quickly to replace lost or damaged patient property as directed by hospital and Joint Commission regulations and to provide supplies needed for recreational therapy such as cooking sessions. Bidders are also being sought through this RFR to supply our facilities with sewing supplies and materials.

Statewide contract will always be the primary source for purchasing by users of the resulting contract where possible.

1.2 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)

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

Check One (“X”):

Single Contractor

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Multiple Contractors

1.4 Calendar Rule Type:

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1.5 Acquisition Method:

Fee-For-Service

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Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

Other:

1.6 Use of a Procurement by a Single or Multiple Departments:

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

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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:

· This contract will also be used by the Massachusetts Department of Mental Health.

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

1.7 Expected Duration of Contract:

Anticipated Initial Duration up to: _5__ year(s) ____months;

Anticipated Renewal Options: ___1_ options to renew for ___5__ year(s) each option

Final End Date of this Contract: _____06/30/2027___________________

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

Amount $120,000.00 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)?

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No

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: This accounts established through this RFR will be used to meet specific operational needs of Tewksbury Hospital including resolution of substantiated complaints made to the Chief Executive Officer regarding missing or damaged items. These contracts will allow hospital staff to promptly replace many of these items though a purchase with a local vendor to meet Joint Commission and CMS regulations and hospital policies that require such complaints to be resolved within 7 days.

Additionally, the hospital will be looking to purchase ingredients and supplies for recreational therapy including cooking groups within the life skills training program. This purchasing option is needed when long term menu planning is not feasible. The life skills training program prepares patients for discharge to independent living situations. Contract

The process for usage of this account requires a detailed purchase order request form completed in advance with department head approval, and a restriction of total expense.

Having contracts with these vendors enables the hospital to meet the needs of inpatients in a swift manner and avoid potentially negative outcomes as well as meet hospital regulations.

Bidders are also being sought through this RFR to supply our facilities with sewing supplies and materials. Examples of sewing materials and supplies requested through this contract:

Scissors –Single edge razors-scam ripper-tape

Measures-leather thimbles-chalk grab-it pins

Holders-sewing needles-machine needles

Bobbins-threads zippers-buttons –snaps

Gromets-buckles-velco-elastic-webbing

Vinyl

Fabrics to include but not limited to Fire rated materials such as curtain, drape covering material and specials black impervious materials All purchases will be made by Hospital Staff, with prior approval (i.e.) Signed Approved PO Request Form.

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:

Vendors must agree to invoice the appropriate Hospital directly for all purchases made during the agreed upon billing period.

Vendor must accept purchase order numbers as the paperwork to invoice by and must allow the purchaser to use that to purchase the items needed instead of cash, credit, or check.

Purchases made under this RFR are exempt from taxation.

DPH reserves the right to add vendors throughout the life of the contract if they meet all of the requirements of the RFR.

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:

Vendors must agree to invoice the appropriate hospital directly for all purchases made during the agreed upon billing period.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. Please see RFR attachments.

5.0 Evaluation Criteria

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 in the attachment section of the Bid.

6.0 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.

Questions should be sent to Maria.Beaudry@state.ma.us .

Questions will be accepted until November 30, 2017. and answered on COMMBUYS.

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.

This is a rolling enrollment RFR. Responses will be accepted for the life of the contract.

Deadline for Forms that require Ink Signatures.

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

Forms requiring Ink signatures should be submitted to Maria Beaudry at 365 EAST STREET TEWKSBURY MA 01876 within 7 days of Bid submission.

7.0 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:

· Contractor Authorized Signatory Listing - BOTH PAGES are required

· 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).

Public Records

All information, documents, and attachments submitted as a response to this RFQ are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

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 and return with application

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 9-26-2014