RFR_504517.doc

The Commonwealth of Massachusetts

Department of public health

Bureau of Infectious Disease/Office of HIV/AIDS

Address: 250 Washington Street, 3rd. Floor, Boston, MA 02108-4619 Contact Name: Bernadette Green Telephone #: 617-624-5300 Fax #: 617-624-5399 Email: Bernadette.Green@state.ma.us

Request for Response (RFR) Document Title: Rapid HIV 1/2 Antibody Test Kit and Control Kit Procurement COMMBUYS BID Number: BD-15-1031-BID00-BID01-00000001133 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: 504517

July 30, 2014

Procurement Category: _41-12-21_ Object Code: ___F05______ Activity Code: __4899____

1.1 Procurement Scope and Description: This procurement will provide both a purchasing and a distribution mechanism to MDPH-funded agencies providing HIV Prevention and Screening Services with Rapid HIV-1/2 Antibody Test devices and Control Kits. This test kit is a single-use, qualitative immunoassay used to detect antibodies to HIV-1 and HIV-2 in oral fluid, plasma, finger stick and venous whole blood specimens and intended for point-of-care screening in the diagnosis of infection with HIV.

1.2 Background Information: The Office of HIV/AIDS (OHA), a program of the Bureau of Infectious Disease (BID), works with clinical and non-clinical community programs, people living with HIV/AIDS, and other stakeholders to advance HIV prevention and care services. This includes awarding contracts for services, providing capacity building assistance, and conducting community planning activities.

OHA staff work closely with programs throughout the Commonwealth serving a range of populations including ex-offenders, individuals who use injection drugs, individuals identifying as LGBTQ, individuals who have low-income, individuals who are unstably housed or homeless, and other vulnerable population groups. OHA collaborates with other DPH programs who also serve these individuals.

OHA funds a range of services in clinic and community-based settings across the state for people at risk for HIV. These services include integrated HIV, Hepatitis C, and Sexually Transmitted Disease prevention, testing, and treatment activities, as well as opioid overdose education and prevention activities.

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”):

Single Contractor

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Multiple Contractors

1.5 Calendar Rule Type:

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1.6 Acquisition Method:

Fee-For-Service

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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.

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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.

1.8 Expected Duration of Contract:

Anticipated Initial Duration up to: __1__ year(s) ____months;

Anticipated Renewal Options: _2___ options to renew for __1__ year(s) each option

Final End Date of this Contract: _____6/30/17__________

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

Amount $_up to $650,000 annually and up to $1,950,000_ 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 without a formal contract amendment re-authorizing these funds. The maximum obligation of the contract will automatically be reduced by the amount of the unspent funds from the prior fiscal year.

2.0 Specifications (include bidder qualifications, scope of services, compensation/pricing specifications) Scope of Service

Contractor will have proven capacity to provide rapid HIV test kits and kit controls to agencies identified by the MDPH – Office of HIV/AIDS.

Shipments of test devices and kit controls will be made directly to each agency. These agencies are geographically located throughout the Commonwealth. There are currently eighteen distinct sites utilizing the HIV-1/2 Antibody Test product, although this number is subject to change as program expansion or contraction may occur over the next year. Past utilization of this product indicates that an average quarterly shipment is comprised of 10,244 test devices and 107 sets of controls across the eighteen rapid testing sites, but this may change significantly.

Orders for test devices and kit controls will be shipped on a quarterly basis. Orders will be placed and approved by identified MDPH – Office of HIV/AIDS staff. In case of emergencies, test devices and kit controls may be requested outside of the quarterly shipment timeframe. Contractor will only provide rapid test devices and kit controls for device(s) on which the Office of HIV/AIDS contractors have been trained and proven proficient.

Contractor will ship test devices in cases containing either 50 devices/case or 100 devices/case. The contractor will be responsible for the replacement of any damaged test devices or kit controls.

A kit control must consist of a weak HIV-1 positive control, weak HIV-2 positive control and a negative control with sufficient quantity to run 25 tests.

Contractor will provide to the Department quarterly summary reports on the distribution of test kits and kit controls.

Contractor will ship test devices and kit controls with ample shelf life for the corresponding quarterly utilization.

Contractor will communicate directly with MDPH – Office of HIV/AIDS identified staff.

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

Performance Requirements

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.

Contract Performance Monitoring

This contract will be deemed successful when the test kits and kit controls are delivered in a timely manner and meet all the specifications set forth within this RFR.

4.0 Contract Invoicing [Describe the process and frequency for invoicing under this contract, including required documentation.] Invoices will be paid for products purchased under this procurement in a timely manner once proof of delivery is provided.

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

5.0 Evaluation Criteria

Bids will be evaluated by price per test device and kit control and all shipping and handling fees, as well as the ability to meet all specifications set forth in this RFR. The cost can be no greater than what would be charged to another government entity.

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; File attachment section. The Supplier Diversity Program (SDP) Plan Commitment & Declaration of SDP Partner(s) form can be found at the COMMBUYS Bid Solicitation; File Attachments Section.

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; File Attachments Section.

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

The BID opening date

(Deadline for Submission of Response) <9/9/2014, 4:00PM and 250 Washington St., 3rd. Flr., Boston, MA 02108-4618>

7.0 Instructions for Submission of Responses (How to submit responses, format, medium and number of double-sided copies of responses, if applicable)

See, Procurement Calendar, for deadline date, time and location.

Responses to this solicitation must be submitted electronically through COMMBUYS.

8.0 RFR Attachments:

The forms listed on the COMMBUYS Bid Solicitation; File attachment 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.

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.

Standard Template 3-28-2014