RFR 221931 FY22 courier service new q and a 5 27 21.doc

The Commonwealth of Massachusetts

Department of public health Purchase or Service

Address: 250 Washington Street, Boston MA 02108 Contact Name: David Harvey Telephone #: 617-624-5841 Email: david.harvey@mass.gov

Request for Response (RFR) Document Title: Courier Services ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-21-1031-ADMIN-ADM08-60554 DPH RFR Document Number: RFR 221931 April 13, 2021

UNSPSC: _781022000000____ Object Code: ___JJ2_____

1.1 Procurement Scope and Description:

The Department of Public Health is requesting quotes from Professional Delivery Companies to provide delivery services in four categories:

Service A: General Deliveries (overnight deliveries*) Service B: Specimen Deliveries

Service C: Infectious Substances Deliveries Service D: Vaccine Deliveries Service E: Radioactive Material Deliveries *The Operational Service Division (OSD) through Statewide Contract (SWC) OFF46 and its successor contract, offers small package delivery and logistic services. This DPH Courier Services RFR is not meant to supersede the OSD SWC. DPH plans to contract with overnight courier services to provide delivery services when vendors on the SWC are not available or are unable to provide the needed delivery services. The delivery services will be used in adjunct to that contract whenever necessary.

DPH is procuring this as a master agreement contract, a process that creates a qualified list of vendors. Vendors who qualify and are added to the contract are not guaranteed any work from the department. As needed, bureaus, programs and hospitals within DPH will contact vendors for specific delivery services,

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:

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Fee-For-Service

Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

Other:

1.6 Use of Procurement by a Single or Multiple Departments:

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:

· 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: _4__ year(s) ____months;

Anticipated Renewal Options: __2_ options to renew for __3__ year(s) each option

Final End Date of this Contract: _______June 30, 2031_________

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

Amount $__2 million_______ Check One (“X”):

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

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

The Department of Public Health is requesting quotes from Professional Delivery Companies to provide delivery services in four categories. These categories include specialized delivery needs for the DPH Hospitals and Laboratories:

Service A: General Deliveries

Service B: Specimen Deliveries

Service C: Infectious Substances Deliveries Service D: Vaccine Deliveries Service E: Radioactive Materials Deliveries Over the life of this RFR other agencies within Executive Office of Health and Human Services may have need for delivery services offered through this RFR. Agencies will negotiate with awarded vendors for delivery services as needed.

Service Categories Scope of Service:

Service A: General Deliveries

Professional Delivery Companies to provide same day time sensitive pick-ups and deliveries between state agencies, government office and locations within Boston and Metro Boston. Occasionally deliveries may be needed beyond this region. It is anticipated that there will be scheduled deliveries on a daily or weekly basis as well as unanticipated deliveries to be scheduled as needed. Specific schedules will be determined by the needs of each program.

· Examples of General Deliveries include but are not limited to: employee pay notices, time sensitive IT files, fiscal reports, and correspondence between DPH senior staff and other state agencies.

· It is expected that General Deliveries will be scheduled Monday through Friday between the hours of 9:00 am and 5:00 pm

A sample of the daily pick-up and delivery locations include but are not limited to:

· One Ashburton, Boston, MA

· 250 Washington St , Boston, MA

· 2 Boylston Street, Boston MA

· Randolph St. Canton, MA

· 150 Mt Vernon St. Bayside, Dorchester, MA

· State Lab, South Street, Jamaica Plain, MA

· 200 Harvard Mill Square, Wakefield, MA

· 529 Main Street, Schraffts, Bldg, Charlestown MA

· 67 Forest Street, Marlborough, MA 01752

Additionly, The Department of Public Health plans to contract with overnight courier service providers to provide overnight general delivery services when vendors on the SWC are not available or are unable to provide the needed delivery services. The Operational Service Division (OSD) through Statewide Contract (SWC) OFF46 and its successor offers small package delivery and logistic services. This DPH Courier Services RFR is not meant to supersede the OSD SWC.

Service B: Specimen Deliveries

The Department of Public Health requires same day delivery of specimens collected from various clinics, hospital clinics and laboratories, boards of health, and other medical and non-medical facilities within Massachusetts. The majority of these specimens will be transported to the State Laboratory Institute in Jamaica Plain ideally without making additional stops.

· These deliveries require 7-day a week service including holidays, 365 days per year.

All drivers for this category must be trained in OSHA bio-hazard and HIPPA regulations, be familiar and comply with DOT and IATA regulations and must have experience in medical/lab specimen identification and handling.

Service C: Infectious Substances Deliveries

The Department of Public Health seeks experienced delivery service to transport laboratory samples containing infectious substances regulated as Class 6.2 dangerous/hazardous goods. Samples are packaged and shipped from the State Laboratory Institute for air transport to the Centers for Disease Control in Atlanta, Georgia or to other out of state reference laboratories and/or to reference laboratories within Massachusetts. Occasionally a sample may have to be shipped out of the country. The vendor must utilize a tracking system for information concerning sample pickup and estimated delivery time.

Vendor will provide the following specialized shipping services including:

1) Shipment of time-critical and temperature-controlled infectious substances designated as either Category A (including risk group 4) or B between the State Laboratory Institute and other state and federal entities inter- and intra-country;

2) capability to maintain temperature-control (ranging from ambient to frozen),

3) real-time online tracking to monitor packages containing select agents during transit and;

4) consulting related to permits, regulatory compliance, and packaging;

5) in-transit temperature-controlled monitoring and replenishment, as requested; and 6) complex, consignment-specific packaging solutions, as requested All drivers for this category must be trained in OSHA bio-hazard and HIPPA regulations, be familiar and comply with DOT and IATA regulations and must have experience in medical/lab specimen identification and handling.

Service D: Vaccine Deliveries The Department of Public Health seeks experienced delivery service to transport vaccines to medical provider practices, mass vaccination sites, hospitals and other MDPH offices. Additional locations may be needed and will be negotiated with approved vendors at the time of engagement. All deliveries will within the state of Massachusetts. The location will vary with each pick-up and drop off. The boxes containing vaccine, dry ice and medical supplies will be packaged by DPH staff or medical providers. It is expected that deliveries will be non-stop. Packages could weigh up to approximately 80 lbs. There are instances where up to approximately 20 boxes will ship at once. The vendor must utilize a tracking system for information concerning vaccine pickup and estimated delivery time.

All drivers for this category must be trained in OSHA bio-hazard and HIPPA regulations, be familiar and comply with DOT and IATA regulations and must have experience in medical/lab specimen identification and handling.

Service E: Radioactive Materials The Department of Public Health seeks experienced delivery service to transport Category DOT 7A type A materials at least one a year. DPH will be responsible for the packaging of materials. The vendor must utilize a tracking system for information concerning sample pickup and estimated delivery time. Awarded companies in this category must have all required licenses.

Vendor will provide the following specialized shipping services including:

1) Required licenses related to shipment of radioactive materials

2) real-time online tracking to monitor packages during transit and;

3) consulting related to permits, regulatory compliance, and packaging;

All drivers for this category must be trained in OSHA bio-hazard and HIPPA regulations, be familiar and comply with DOT and IATA regulations and must have experience in medical/lab specimen identification and handling.

Requirements for All Delivery Service Categories:

· All applicable business and driving licenses required by the Commonwealth of Massachusetts in addition to those specified in the service categories above

· Drivers must have appropriate training for the type of deliveries they are providing.

· Awarded Contractors will bear the risk of loss, damage, theft, and delayed and erroneous delivery.

· Awarded Contractors must be bonded and insured throughout the duration of the contract and must provide insurance and bond certificates in the response to this RFR, and as renewed throughout the duration of the contract.

· An emergency plan or the ability to allow for increased need in the case of public health emergencies.

· The awarded Contractor shall obtain a Standard (Employer) Access Massachusetts Criminal Offender Record Information (CORI) check on all drivers and all individual employees who are to enter public offices of the Commonwealth. The awarded Contractor must 1) utilize the Internet-Accessible CORI (iCORI) system maintained by the Department of Criminal Justice Information Services (DCJIS) to request and receive CORI in accordance with 801 CMR 2.00 et seq. and 2) comply with the EOHHS CORI check regulations, 101 CMR 15.00 et seq. in reviewing CORI and in documenting its hiring determination as set forth in 101 CMR 15.09. Any associated costs are the responsibility of the awarded Contractor.

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:

· The vendor must meet designated time frames for pick-up and delivery

· Packages must be delivered in the same condition as when picked up.

· The vendor must recover packages and their contents in the event of an erroneous delivery, without further charge to DPH

· The vendor must follow delivery instructions (including waiting periods) and provide proof of receipt of delivery, in a form and manner specified by DPH.

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

4.0 Contract Invoicing

A list of rates based on the scope of services above will be required as part of the response. These rates will be in the set rates for the initial duration of this contract. Rates will be renegotiated at the time of contract renewals.

Schedule for delivery of invoices will be will be negotiated with programs that engage for the needed services.

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.

Evaluation criteria for all service categories:

· Pricing

· Experience

· References

· Training

· Proof of bonding/Copy of the insurance certificate

Additional criteria for specific service categories:

· Evaluation Criteria for Service B, C, D – Specimen, Infectious Substances, and Vaccine Deliveries:

· Experience in medical/lab specimen identification and handling.

· Drivers trained in OSHA bio-hazard and HIPPA regulations

· be familiar and comply with DOT and IATA regulations

· Evaluation Criteria for Service E – Radioactive Material Deliveries:

· Experience in shipping of DOT 7A type A substances

· Proof of required license for shipping of radioactive materials Supplier Diversity Program (SDP): Massachusetts Executive Order 565 reaffirmed and expanded the Commonwealth’s policy to promote the award of state contracts in a manner that develops and strengthens certified Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Minority and Women Nonprofit Organizations (M/WNPOs), Veteran Business Enterprises (VBEs), Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), Disability-Owned Business Enterprises (DOBEs), and Lesbian, Gay, Bisexual and Transgender Business Enterprises (LGBTBEs).

All bidders are required to make a significant financial commitment to partner with certified M/WBEs, M/WNPOs, VBEs, SDVOBEs, DOBEs and/or LGBTBEs certified or verified by the Supplier Diversity Office (SDO). In Part II on the SDP Plan Commitment & Declaration of SDP Partner(s) Form, bidders must identify a commitment in the SDP form of a specific percentage of sales that will be spent with an SDP Partner(s) on a Massachusetts fiscal year basis. This percentage commitment will extend for the life of any resulting contract.

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.

Friday October 29, 2021 4 pm David Harvey

David.harvey@mass.gov

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.

June 30, 2031 by 5 pm

Deadline for Forms that require Ink Signatures.

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

Within 7 days of quote submission Mailed to:

Purchase of Service

Attn: Elizabeth Nguyen-Vu

250 Washington St

8th Floor

Boston, Massachusetts 02108

7.0 Requirements/Instructions for Submission of Responses

7.1 Submission Requirements

Vendors are required to upload a completed application to COMMBUYS. (Application found in the attachments section on COMMBUYS with this RFR).

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.

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 bidders to submit the following forms with an original ink-signature:

· 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 must submit these 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.

Mail to:

Purchase of Service

Attn: Elizabeth Nguyen-Vu

250 Washington St

8th Floor

Boston, Massachusetts 02108 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 RFR 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.

This solicitation may be the basis for contracts from additional eligible agencies. Additional forms may be required at the time of contract award with other agencies.

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 section 7.2 of this RFR.

9.0 COMMBUYS Support

A link to a job aid on How to Submit a Quote on COMMBUYS COMMBUYS Resource Information at www.mass.gov/osd/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@mass.gov 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.

Standard Template 12-03-2019