RFR 2023 Storage Boxes Final.pdf

REQUEST FOR RESPONSE

Storage Boxes

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

ISSUE DATE:

Purchasing Department Massachusetts Teachers’ Retirement System

Address 500 Rutherford Ave, Suite 210 City, State Zip Code Charlestown, MA 02129 Procurement Contact Person Vjollca Avrami Telephone Number 617-679-6884 Fax Number 617-679-1661 E-Mail Address vjollca.avrami@trb.state.ma.us RFR Name/Title MTRS Storage Boxes RFR Number MTRS2023StorageBoxes COMMBUYS Bid Number BD-24-1106-1106C-MTRSC-88245

1. Description or Purpose of Procurement:

The primary purpose of this procurement is to establish a qualified list of vendors who provide Corrugated Archival Record Storage Boxes, with Recycled Content.

Recycled Content

All specifications contained herein are to be construed as meaning that paper or paper products composed of recycled content are considered to be equal to or better than such products produced wholly from virgin paper.

2. Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR

21.00 Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, § 52; 801

CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, § 22;

and 801 CMR 21.01(2) (b) Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815

CMR 2.00

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

3. Acquisition Method:

Check All Applicable (“X”): Category Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is 1; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award

If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies that responded to this Solicitation and not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

Check One (“X”): Eligible Entities

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

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:

Department of Fire Services Department of Correction Department of Revenue Department of Transportation Department of Public Health Executive Office of Public Safety & Security Department of State Police

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

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Contract Duration Number of Options Number of

Years/Months Instructions

Initial Duration

12 Months The Contract will be executed for this Initial Duration and will run from the Contract Effective/Start Date (execution date) for this Initial Duration. This initial contract will be valid for a period of 1 year (12 months)

Renewal Options

4 12 Months each The MTRS will only be allowed to exercise renewals if there is no other vendor on a statewide contract that can meet our needs.

Total Maximum Contract Duration

60 Months Initial Number of Years/Months for the Initial Term Plus All Renewal Periods.

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: $ 2,000/year

8. Contract Performance and Business Specifications:

Recyclable, Corrugated Archival Storage Boxes

Fabrication

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

Fiberboard used in the fabrication of the boxes shall be of domestic class, single wall, C flute with a minimum bursting strength of 250 P.S.I. (lbs. per square inch). This is a requirement to pass the test strength.

The box body shall be constructed from one piece of fiberboard scored to form the box.

Direction of the flutes shall be parallel with the manufacturer's joint.

Score lines shall be uniform and of sufficient depth to fold without distortion of splitting the outer ply.

Workmanship

The box shall be free from the imperfections which may affect their utility, durability or appearance.

All dimensions of the manufacturer's blank shall be accurately cut, scored and slotted so that the assembled box parts close without undue binding.

No flap shall project beyond the edge of the box when the box is set up and closed.

Manufacturer shall maintain dimensional criteria of plus or minus 1/16".

Box Construction and Design- Boxes must be constructed with 35% post- consumer recycled content material and indicate such content.

1 Boxes shall have:

o Inside dimensions of 15” long x 12” wide X 10’ deep, plus or minus a tolerance of

1/16”.

o Box must be constructed from Brown Paper.

o Single piece die cut to form six sides, including an attached box cover.

o Three hand holes cut 3 ½” x 1” in the end and side walls positioned so that the top of the hand hold shall be 3” from the top of the box and centered in the side and end walls. The remainder tab from the handhold cut shall be at the upper side of the handhold cut out.

o Manufacturer’s joint stitched.

o Style: Pop up pre-stitched for automatic set-up and constructed in such a fashion that there shall be no further sealing by the user.

o Imprinted on the 15” x 10” panel with the hand hold cutout with the Official State

Seal, the words, “THE COMMONWEALTH OF MASSACHUSETTS”, and a rectangular outline 2 ½” high and 10 ½” wide divided into seven equal parts.

o Each side with the hand holes should remain blank, without any lines or text.

2 Box Shipment – All Boxes shall be shipped flattened, in batches of 10 to a bundle. Each bundle must be double strapped.

3 Boxes must clearly identify on box bottom the recycled content using both the universal recycled logo (three chasing arrows) and, at a minimum, indicate the percentage of post-consumer content.

4 All boxes must have a minimum bursting strength of 250 P.S.I (lbs. per square inch) to qualify.

Delivery

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

The following requirements must apply:

The awarded Bidder must deliver all purchases to the following location:

500 Rutherford Ave, Suite 210

Charlestown, MA 02129

Delivery must be F.O.B. destination freight prepaid with no additional charge for delivery or travel expenses paid by the Eligible Entity.

The awarded Bidder must deliver all purchases within thirty (30) business days after receipt of written order or a delivery time mutually agreed upon by the Eligible Entity.

The awarded Bidder must be responsible for the delivery of products in first class condition at the point of delivery, and in accordance with good commercial practice.

Damaged shipments will not be accepted. In the event that a shipment is accepted and subsequently found to be incomplete, incorrect or damaged, the shipment must either be replaced, at no cost to the Eligible Entity, or returned at the expense of the awarded Bidder, for a refund or credit of the purchase price with no restocking fees.

Purchased items provided must be strictly in accordance with those contained in contract award.

Eligible Entities are authorized to order and awarded Bidder is authorized to deliver and/or ship only those items covered by the contract.

The awarded Bidder shall notify the Eligible Entity at least 48 hours in advance of shipment. The awarded Bidder may not proceed with delivery until approval has been given to commence delivery by the Eligible Entity. The awarded Bidder must be responsible for all delivery, unloading of product. Removal of all package material from the premises in coordination with the Eligible Entities instructions at no additional charge. Deliveries may NOT be left at our loading dock.

Delivery MUST be inside delivery to the MTRS office currently located at 500 Rutherford Ave, Suite 210 Charlestown MA 02129. Shipment will be refused if the delivery person will not unpack from pallets and bring boxes up to our floor.

Pricing/ Price Adjustment:

MTRS will not be responsible for any fuel or delivery charges.

Pricing will remain firm for the initial period after Contract Award. Prior to executing any contract renewals, the Awarded Bidder(s) may submit a request for price adjustments. This request must include a detailed statement substantiating the price adjustment.

Payments All payments will be made in accordance with the Office of the Comptroller’s Bill-Paying Policy, which can be found, on the Comptroller’s website at www.mass.gov/osc and through the Commonwealth’s Electronic Funds Transfer (EFT) program. The Awarded Contractor must participate in the EFT program.

By submitting a response to this RFR, the bidder is indicating that they have read and agree to all Commonwealth’s payment policies.

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

The Massachusetts Teachers’ Retirement System is a tax-exempt organization, a tax-exempt certification can be provided upon request.

Performance Measures:

Ability to Provide the product ordered according to the specifications in this RFR

9. Small Business Purchasing Program

Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program https://www.commbuys.com/bso/

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance

Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

10. Environmentally Preferable Products

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

11. Evaluation Criteria

Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

1. Mandatory Requirements

2. Costs

3. Experience

4. Certified Small Business (certified by the Supplier Diversity Office).

5. Prompt Payment Discount http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

12. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission that fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

13. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date 05/12/2023 3:00 PM EST

Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

05/19/2023 3:00 PM EST

Official Answers for Bid Q&A published (Estimated)

05/24/2023 3:00 PM EST

Bid Amendment Deadline / Online Quote Submission Begins. Bid documents will not be amended after this date.

05/26/2023 3:00 PM EST

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)

06/02/2023 3:00 PM EST

Notification of Apparent Successful Bidder(s) (Estimated)

06/12/2023

Estimated Contract Start Date 07/01/2023

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

a. Online Questions (Bid Q&A)

Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

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.

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

b. Bid Amendment Deadline

The Purchasing Department reserves the right to make amendments to the Bid after initial publication.

It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The Purchasing Department 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.

c. Quotes (Bid Responses) Deadline (Bid Opening Date/Time)

See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

d. Estimated Contract Start Date

This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

14. Required Forms

Responses to this RFR must contain the following documents:

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Commonwealth Terms and Conditions Review

Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form)

Required upon selection of successful bidder

Standard Contract Form and Instructions Review. Contract will be executed with the successful bidder

Contractor Authorized Signatory Listing Electronic Submission

Authorization for Electronic Funds Transfer Required upon selection of successful bidder

Additional Environmentally Preferable Products/Practices

Electronic Submission

Prompt Payment Discount Form Electronic Submission

Business Reference Form Electronic Submission

The above attachments are available as part of the Bid record on COMMBUYS

(WWW.COMMBUYS.COM).

http://www.commbuys.com/

RFR # MTRS2023StorageBoxe / COMMBUYS Bid# BD-24-1106-1106C-MTRSC-88245

15. RFR Attachments

Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services

Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

Appendix C: RFR – Other Specifications https://www.mass.gov/doc/rfr-other-specifications/download

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2.

Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3.

Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids https://www.mass.gov/doc/rfr-other-specifications/download