RFR_185225~2.docx

The Commonwealth of Massachusetts Department of public health Bureau of Community Health and Prevention

Address: 250 Washington St. 5th Floor Boston, MA 02108

Contact Name: Brittany Brown

Telephone #: 617-624-5943

Fax #: 617-624-6062

Email: Brittany.L.Brown@state.ma.us

Request for Response (RFR)

Document Title: Fluoride Products COMMBUYS BID Number: BD-18-1031-BCHAP-BCH01-19065 DPH RFR Document Number: RFR_185225

August 16, 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.

UNSPSC: 42-15-19 Object Code: F05 Activity Code: 3326

1.1 Procurement Scope and Description:

The Office of Oral Health within the Bureau of Community Health and Prevention seeks a vendor to organize (choose the specific flavor ordered and ensure that all components are included before mailing) and distribute topical fluoride products to schools, other educational institutions, and health agencies participating in the Massachusetts Department of Public Health (MDPH)-funded School-Based Fluoride Programs, guaranteeing delivery of the fluoride product. Topical fluoride products include fluoride mouthrinse and fluoride tablets.

1.1.1 Background Information:

Since 1978, MDPH has supported the Fluoride Mouthrinse Program, providing school-age children in grades 1-6 with an effective way to reduce decay at no cost to parents or schools. All schools in Massachusetts are eligible to participate in this program. Since the inception, the program has grown significantly and now serves more than 30,000 children in 250 schools and other education programs in non-fluoridated communities throughout the Commonwealth.

1.2 Applicable Procurement Law

Executive Branch Goods and Services

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

Check One (“X”):

1.4 Calendar Rule Type:

1.5 Acquisition Method:

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

· 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.

1.7 Expected Duration of Contract:

Anticipated Initial Duration up to: __3__ year(s) __10__months;

Anticipated Renewal Options: __1__ options to renew for __4__ year(s) each option

Final End Date of this Contract: June 30, 2025

1.8 Anticipated Expenditures, Funding or Compensation For Expected Duration

Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount $495,000.00

Check One (“X”):

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

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

Bid prices submitted shall be F.O.B. destination. Price quote shall include product, shipping and delivery, and all other charges pre-paid by the selected vendor.

1. It is expected that each fluoride mouthrinse kit will supply 150 children with fluoride mouthrinse for 35 school weeks. The product, a weekly fluoride mouth rinse (0.2f% fluoride flavored/colored), should be packaged in convenient kits and should contain at a minimum:

· a gallon poly grad bottle with cover

· a metered-dose pump

· disposable cups and napkins

· plastic waste bags

2. It is expected that the fluoride mouthrinse will be provided with a variety of flavor choices and that 1) at least two flavors do not contain red dye(s): and 2) mint flavor is offered in addition to other flavor choices.

3. It is expected that the once daily chewable fluoride tablets (0.25mg and 0.50mg) will be supplied in individual bottles containing one hundred twenty (#120) tablets; and that a flavor option will not contain red dye(s).

4. All fluoride products shall be labeled with the most-up-to date accidental overdosing guidance per the US Poison Control Center.

5. All fluoride products shall be labeled with the most-up-to-date ingredient list.

6. All fluoride products will be shipped with an inside delivery to individual schools, programs, or health agencies as indicated on the order form.

7. It is expected that there will be a minimum of two deliveries of fluoride products each year to more than 150 different school locations.

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 Procurement Management Team shall negotiate with contractors any requirements not set forth in the RFR.

4.0 Contract Invoicing

Invoices will be submitted after each shipment of fluoride products is shipped, invoices will be sent both via email and mail.

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

5.0 Evaluation Criteria

The following components will be some of the criteria considered by the Evaluation Team when evaluating each quote.

Bids will be evaluated by price and ability to meet all specifications set forth in this RFR including:

1. Product packaging and supplies available in kit

2. Availability of necessary doses, and

3. Ability to ship and deliver products to all locations at least two times per year.

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.

6.0 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.

August 30, 2017 at 4:00pm Email all questions to Brittany Brown at Brittany.L.Brown@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.

September 6, 2017 at 4:00 pm

Deadline for Forms that require Ink Signatures.

(See section 7.2 Submission Instructions below for further guidance.)

September 13, 2017 Mail forms to:

Brittany Brown, Director Office of Oral Health

MDPH

250 Washington St, 5th floor Boston, MA 02108

7.0 Requirements/Instructions for Submission of Responses

7.1 Submission Requirements

All bids should include information on the content of the fluoride mouthrinse kits, flavors of all topical fluoride products noting those that are dye-free, and delivery time and protocols.

7.2 Submission Instructions

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 displayed in COMMBUYS are Eastern Standard/Daylight Savings (US).

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. DPH recommends that Quotes be submitted early. Changes to your quotes can be made by withdrawing using the “Withdraw Quote” button offered under the Summary tab of a submitted quote. Quotes may be withdrawn up until the Bid Opening Date.

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. Attachments must be uploaded individually and cannot be combined in a zipped file.

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.

Amendments to BID DPH reserves the right to make amendments to the Bid after the initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid. DPH and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

8.0 RFR Attachments:

The forms listed in the COMMBUYS with 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:

Must complete and upload document to COMMBUYS as part of quote

complete and sign in blue ink as instructed in section 7.2 of this RFR.

9.0 COMMBUYS Support

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

· A link to a job aid on How to Submit a Quote on COMMBUYS

· 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.

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