RFR CW16-BG-0010-0001.doc

University of Massachusetts

Medical School

Request for Responses (RFR) for

Sourcing Tool for Government Contracts — Databases and Services RFR Number

CW16-BG-0010-0001

Date: January 26, 2016

Table of Contents

4PART A – REQUEST FOR RESPONSES

4Section 1.

Introduction and Overview

41.1.

Introduction

41.2.

Minimum Qualifications

41.3.

Response Due Date and RFR Timetable

51.4.

Contract Term

51.5.

University Background

6Section 2.

Scope and Specifications

62.1.

Definitions

62.2.

Scope of Services and Other Specifications

62.2.1.

Scope of Services

62.2.2.

Statistics Offered for Illustration Purposes Only

72.3.

New Initiatives and Program Modifications

8Section 3.

Procurement Process

83.1.

Questions

83.2.

Communications

83.3.

Certification of Non-Collusion

83.4.

Modification or Withdrawal of Responses

93.5.

Amendments to the RFR

93.6.

Evaluation of Responses

93.6.1.

Evaluation Criteria

93.6.2.

Clarification of Responses

93.6.3.

Rejection of Responses

103.7.

Selected Bidder

103.8.

Debriefing

103.9.

Massachusetts Public Records Law

11PART B – RFR SUBMISSION REQUIREMENTS & ATTACHMENTS

11Section 4.

Submission Instructions

114.1.

Bidder’s Checklist

134.2.

Response Instructions

134.2.1.

General Requirements

144.2.2.

Organization of Response

144.2.3.

Submitting Responses to the University

154.2.4.

Directions to Drop off Proposals

164.2.5.

Sustainability

17Section 5.

Services Response: Submission Requirements

175.1.

Services Response

175.1.1.

Bidder’s History

175.1.2.

Bidder’s Experience

175.1.3.

Project Description

185.1.4.

Work Plan

185.1.5.

Key Personnel and Staffing

185.1.6.

References

185.2.

Subcontractors

20Section 6.

Business Response: Attachments for Submission

21A.

Attachment – Transmittal Letter

22B.

Attachment – Bidder’s Contact Information

23C.

Attachment – Certification of Tax Compliance

25D.

Attachment – Evidence of Insurance

26E.

Attachment – Disclosures

27F.

Attachment – Diverse Vendors

28G.

Attachment – Prompt Payment Discount Form

29Section 7.

Cost Response: Attachment for Submission

30H.

Attachment – Cost Response Form

31Section 8.

Copies of Standard Contract Documents

32Exhibit 1 – Contract for Services Purchased

38Exhibit 2 – Insurance Schedule

40Exhibit 3 – Additional Contractual Terms and Conditions

PART A – REQUEST FOR RESPONSES

Section 1. Introduction and Overview Section 1. Introduction

The University of Massachusetts Medical School (UMMS or the University) issues this Request for Responses (the RFR) in order to procure services for the Marketing Analytics department of the University’s Commonwealth Medicine (CWM) division. Any UMMS department, or that of its affiliates and related organizations, may also choose to utilize the Contract(s) that results from this RFR.

CWM is the public service consulting and operations division of UMMS that performs a wide variety of health care consulting activities. The Marketing Analytics department is responsible for seeking out new business opportunities for CWM’s various business units. The majority of these opportunities are sourced from Requests for Proposals (RFPs) issued by government agencies, at the federal, state, and local levels. CWM seeks a Contractor to provide a searchable online database of government contracting opportunities. The Contractor must provide daily email updates that include opportunities related to specific search terms that target CWM’s various branches of business.

Section 1. Minimum Qualifications

In order to submit a Response to this RFR, Bidders must meet the following minimum qualifications:

· At least three (3) years of experience with developing, implementing, and maintaining a searchable and customizable database of government procurement opportunities at the federal, state, and local levels across the U.S.

The University reserves the right to confirm that each of the Bidder(s) have adequately met these requirements.

Section 1. Response Due Date and RFR Timetable

The schedule of activities for this RFR process is listed below, and Responses will be accepted until the date and time set forth below. Any Response received after the deadline will be rejected. All times listed in this RFR refer to times in the Eastern time zone of the United States.

Answers to Selected Questions:

(anticipated date)

Selection of Bidder for Contract Execution:

Contract Start Date:

Section 1. Contract Term

The initial term for the Contract resulting from this RFR is anticipated to be for a period of two (2) years and nine (9) months, commencing on approximately October 1, 2016 and ending on June 30, 2019. The Contract may be renewed for up to two (2) additional one-year periods at the discretion of the University.

Section 1. University Background

UMMS is one of five campuses in the University of Massachusetts system. Established in 1962, the medical school's mission is to achieve national distinction in health sciences education, research, and public service, and with its clinical partner, UMass Memorial Health Care, national distinction in clinical care. The Worcester campus, located in central Massachusetts, is one of the fastest growing academic medical centers in the country and is home to the Commonwealth of Massachusetts's only public medical school.

CWM is a division within the medical school and serves as a public consulting organization guided by a mission to help state agencies and health-care organizations optimize the effectiveness of health-care initiatives that assist underserved individuals in their communities. Its innovative consulting and service models apply the diverse knowledge and resources of the medical school. CWM offers its state and federal public-sector colleagues and nonprofit clients access to academic, research, management, and clinical resources.

CWM’s Marketing Analytics department is responsible for developing and executing effective business development strategies, marketing plans, and communications for the organization.

The marketing and business functions include RFP and proposal support, competitive intelligence, product development and pricing, market segmentation, organizational positioning, branding strategy, website and electronic marketing strategies, prospect management, and client satisfaction research and analysis.

The communications functions include communications planning, internal communications activities, advertising and collateral development, conferences and event planning, media planning and placement, graphics and messaging standards, and web communications.

Section 2. Scope and Specifications Section 2. Definitions

The following terms that appear capitalized throughout the RFR shall have the meaning stated in this section, unless the context clearly indicates otherwise:

Bidder — The entity that submits a Response to this RFR.

Contract — The agreement resulting from this RFR executed between the selected Bidder and the University to accomplish the purposes specified in this RFR. The Contract shall include: the University’s Contract for Services Purchased, the Insurance Schedule, (see Section 8), and all amendments and attachments to the University’s Contract for Services Purchased, including the scope of services. If subsequent to the issuance of this RFR, the University amends any of the documents referenced herein, the Contract may substitute the most recent version of the referenced document.

Contractor — The entity that enters into the Contract with the University.

Freedom of Information Act (“FOIA”) — the federal statute (5 U.S.C. § 552) that allows individuals to request access to federal agency records, except to the extent records are claimed as exempt from disclosure under one or more of the nine (9) exemptions of FOIA. For purposes of this RFR and Contract, references to “FOIA” also include state laws and regulations governing access to public records.

Response — Any information submitted by the Bidder in response to the requirements outlined in this RFR, including any clarifying information requested by the University.

Section 2. Scope of Services and Other Specifications Section 2. Scope of Services

CWM seeks a Contractor to provide an online database of state and federal government procurement opportunities, including federal, state, and local opportunities. The Contractor’s online database must be timely and accurate, providing the most up-to-date information. The Contractor will be expected to post procurement opportunities in the database within 24 hours after the procurement is issued.

Specifically, the Contractor must provide:

· An online database of nationwide government procurement opportunities at the federal, state, and local levels.

· Search features that are customizable and allow searches to be saved.

· Daily emails with opportunities matching CWM’s specific search terms.

· Training, both on-demand and scheduled, in the use of the database, maximizing its value and resource potential.

· A designated contact person for training and research/analysis assistance.

· The ability for each UMMS employee to have a customized profile in the online system.

· Assistance with FOIA requests; as requested by the University, the Contractor shall send FOIA requests to governmental agencies, while maintaining the University’s anonymity in the request.

· Access to other company profiles to aid in competitive intelligence, as well as partnering for business opportunities.

· The ability in the online system to indicate interest or identify other potential partners for an opportunity.

· Ability to track opportunities of interest.

· Contract search functionality to find contracts previously awarded by governmental agencies.

· The ability to search for minority-owned, veteran-owned, and/or women-owned small businesses.

· Access to an unlimited number of authorized University employees.

Section 2. Statistics Offered for Illustration Purposes Only

The figures stated in this RFR are estimated figures and are given only as a guideline. These figures are based on previous data, and shall not be construed to represent the actual expenditures expected under the Contract as it relates to this RFR; the University does not guarantee the volume of any services.

Section 2. New Initiatives and Program Modifications

The University reserves the right, at its sole discretion and at any time prior to or during the Contract term, to change any scope of work or portion thereof, whenever, in the University’s judgment, the University’s goals have been modified in any way that necessitates such changes. In the event that the scope of work for any task(s) or portions thereof must be changed, the University shall notify the Contractor in writing and negotiate appropriate changes to the Contract, if any.

Notwithstanding the generality of the foregoing, the University reserves the right to amend any Contract resulting from this RFR to implement new initiatives or to make program modifications related to:

(A) new programs of any of the University’s clients;

(B) expansion, reduction, or restructuring of existing programs of any of the University’s clients;

(C) other programs related to University business; and/or

(D) programs resulting from state or federal legislation or other regulatory initiatives that may affect in whole or in part any of the components of the program.

Bidders should also refer to RFR Section 3.5: Amendments to the RFR, and Section 29 of the University’s Contract for Services Purchased found in Section 8 of the RFR.

Section 3. Procurement Process Section 3. Questions

Bidders may make written inquiries concerning this RFR until the questions due date set forth in Section 1.3: Response Due Date and RFR Timetable.

Written inquiries must reference the RFR number and title, and be sent to Brian Girard, the Director of Purchasing at the University of Massachusetts Medical School, Purchasing Department:

· By email to Brian.Girard@umassmed.edu (email is preferred);

· By mail to 333 South Street, Suite 209 – 12379, Shrewsbury, MA 01545;

· By fax to (508) 856-7880; or

· By telephone to (508) 856-5301 The University will review written inquiries received before the due date and, at its discretion, prepare written answers to questions which the University determines to be of general interest. Any written answers will be made available to all identified prospective Bidders. The written answers will be posted on the Massachusetts public procurement website known as COMMBUYS (https://www.commbuys.com/bso/). Only written answers are binding on the University.

Questions about the COMMBUYS website should be directed to the COMMBUYS Help Desk at COMMBUYS@state.ma.us or at 888-627-8283 or 617-720-3197 (Monday – Friday, 8AM – 5PM).

Section 3. Communications

Prospective Bidders are prohibited from communicating directly with any employee of the University regarding this RFR except the University representative named in Section 3.1: Questions. No other University employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. The University reserves the right to disqualify any Bidder that violates this section.

Section 3. Certification of Non-Collusion

Pursuant to M.G.L. c. 7, s. 22 (20), the Bidder shall certify in its Transmittal Letter under penalties of perjury that its Response is in all respects bona fide, fair, and made without collusion of fraud with any person. As used in this section, the word “person” shall mean any natural person, joint venture, partnership, corporation, or other business or legal entity.

The University may, by written notice to the Bidder, terminate the right of the Bidder to proceed under any Contract that may result from this RFR if the University determines that gratuities in the form of entertainment, gifts, or otherwise were offered or given by the Bidder, or agency or representative of the Bidder, to any officer or employee of the University with a view toward securing the Contract or securing favorable treatment with respect to any determination regarding the Contract and as set forth in M.G.L. c. 268A.

Section 3. Modification or Withdrawal of Responses

A Bidder may modify or withdraw a Response prior to the Response due date and time stated in Section 1.3: Response Due Date and RFR Timetable. A withdrawal or modification may be (1) submitted in writing and signed by an authorized representative of the Bidder, or (2) made in person at the Purchasing Department, provided adequate identification is shown by the Bidder or its authorized representative. Telephonic withdrawals, but not modifications, will be accepted, provided the Bidder mails written confirmation to the University, postmarked on or before the date and time Responses are due.

Section 3. Amendments to the RFR

The University reserves the right to amend or alter the RFR at any time prior to the deadline for submission of Responses. The University reserves the right to cancel the RFR at any time. If such action is necessary, notice will be provided in the same manner in which the RFR was released. Bidders are solely responsible for checking COMMBUYS (https://www.commbuys.com/bso/) for any addenda or modifications that are subsequently made to this RFR. The University accepts no liability and will provide no accommodation to interested parties and Bidders who fail to check for amended RFRs.

Section 3. Evaluation of Responses

An evaluation committee will be established to review all Responses and to identify the Bidder that will provide the best value to the University. A Bidder will be selected to execute the Contract.

Section 3. Evaluation Criteria

The evaluation committee shall qualitatively rate each Bidder’s Services Response by evaluating it for comprehensiveness; feasibility; appropriateness; clarity; effectiveness; innovation; and responsiveness to the needs of the University.

The evaluation committee will:

(1) evaluate the Services Responses in accordance with the criteria above;

(2) assign a composite rating of “Excellent”, “Very Good”, “Good”, “Fair”, or “Poor” for each section of the Services Response evaluated;

(3) assign each of the Services Responses an overall rating; and

(4) compare the Services Responses to one another.

When evaluating each Bidder’s Cost Response, the evaluation committee will consider reasonableness and competitiveness. Cost will be one factor, but not the sole factor, in the committee’s evaluation of the Responses.

The University reserves the right to consider such other relevant factors as it deems appropriate in order to obtain services and terms of the best overall value to the University.

Section 3. Clarification of Responses

The evaluation committee may determine that some element of a Bidder’s Response requires clarification to verify its responsiveness to the RFR or to facilitate a fair comparison with competing Responses. In such cases, the committee may seek clarification from the Bidder. Clarification may include a request to submit additional materials, and/or an invitation to a Bidder to come to the University for a personal interview or presentation. In addition, the University may schedule an onsite visit to the Bidder’s business locations.

The University, in its sole discretion, will determine which Bidders, if any, will be asked to make an oral presentation. Oral presentations may be held to allow the Bidder to clarify details or further inform the committee regarding the Bidder’s organization or Response, but not to change or correct the original Responses in any way. Oral presentations shall not be open to the public. The committee shall schedule the time and location of any oral presentation. Failure of a Bidder to agree to a date and time for an oral presentation may result in rejection of the Bidder’s Response.

Section 3. Rejection of Responses

The University reserves the right to reject any and all Responses, to omit an item or items, or to accept any Response deemed best for the University. The University makes no guarantee that a Contract, or any other obligation to purchase any commodities or services, will result from this RFR.

The University reserves the right to waive technicalities, irregularities, and omissions if, in the opinion of the University, they are insubstantial and to do so will serve the best interest of the University.

The University may determine that a Response does not comply with the submission instructions and is nonresponsive to the RFR. The University reserves the right to reject that Response.

Section 3. Selected Bidder

The University will send written notice to the Bidder (or Bidders, if applicable) selected as a result of this RFR. If the selected Bidder fails to sign the Contract offered for the Bidder’s acceptance within a reasonable period of time, the University may determine that the Bidder has abandoned the Contract and shall be free to select another entity with which to execute the Contract.

This RFR is not an offer to enter into an agreement with any party. It is a request to receive Responses from Bidders interested in providing the services specified herein. Nothing in this RFR, or in the University’s acceptance of any proposal in whole or in part, shall obligate the University to execute a Contract with the Bidder.

Section 3. Debriefing

The University may conduct debriefings for non-selected Bidders, if requested within fourteen (14) calendar days of the University’s announcement that it has selected a Bidder. The University will provide debriefing guidelines in advance of each debriefing. Requests for debriefing shall be made in writing to the individual identified in Section 3.1: Questions of this RFR.

Section 3. Massachusetts Public Records Law

All Response and related documents submitted in response to this RFR become public records and are subject to the Massachusetts Public Records Law, M.G.L. c. 4, s. 7 (26) and M.G.L. c. 66, s. 10. Any statements in submitted Responses that are inconsistent with these statutes will be disregarded.

PART B – RFR SUBMISSION REQUIREMENTS & ATTACHMENTS

Section 4. Submission Instructions

Section 4. Bidder’s Checklist

This checklist contains requirements and instructions for preparation and submission of Responses. The checklist is provided as a tool to assist Bidders with the submission of Responses and should not be returned with the Response.

(may include a required form or attachment)

· Services Response

If the Bidder intends to use any subcontractor(s) to perform a role in the scope of services, the Bidder must include in its Response the information indicated in PART B – Section 5.2 regarding the subcontractor(s).

· Business Response

PART B – Section 6

A. Signed Transmittal Letter

B. Bidder’s Contact Information C. Certification of Tax Compliance D. Evidence of Insurance E. Disclosures F. Diverse Vendors G. Prompt Payment Discount Form

A. The Bidder must submit the Transmittal Letter (Attachment A) signed by an individual with the authority to bind the Bidder. The Transmittal Letter must be on letterhead and include the Bidder’s name and address.

B. The Bidder must provide contact information for at least two (2) people at the Bidder’s organization who the University can contact for clarification, notification of selection, etc. The contact information must include the information requested in Attachment B.

C. All Bidders, whether individuals or entities, must demonstrate compliance with Commonwealth of Massachusetts tax laws, including M.G.L. c. 62C, s. 49A, and shall follow the applicable instructions in Attachment C.

D. As part of its Business Response, the Bidder (or subcontractor) must provide the University with written evidence of insurance from the insurer. Any documentation provided pursuant to this requirement should be labeled as Attachment D – Evidence of Insurance. Note that the selected Bidder must agree to all the insurance terms set forth in Section 8, Copies of Standard Contract Documents.

E. As part of its Business Response, the Bidder (or subcontractor) must demonstrate that its organization is in sound financial condition, and/or that appropriate corrective measures are being taken to address and resolve any identified financial problems. Documentation provided to the University pursuant to this requirement should be labeled as Attachment E – Disclosures, and shall include, but not be limited to all the items listed in Attachment E.

F. All Bidders (or subcontractors) must complete the questionnaire in Attachment F. If the Bidder’s (or subcontractor’s) organization is certified as a diverse vendor by a government entity, the Bidder (or subcontractor) must include a copy of such certification with Attachment F of its Business Response.

G. All Bidders must complete and submit the Prompt Payment Discount Form with the Business Response (see Attachment G).

Section 4. Response Instructions

Section 4. General Requirements

(1) Responses to this RFR must consist of one (1) original, four (4) copies, and two (2) electronic copies of each of the following three separate documents:

a. the Bidder’s Services Response as described in PART B – Section 5.1;

b. the Bidder’s Business Response as described in PART B – Section 6; and

c. the Bidder’s Cost Response as described in PART B – Section 7 – Attachment H.

The electronic version of the Response documents must be submitted on USB flash drives. Each of the two USBs must contain one copy of the Services, Business, and Cost Response. Electronic copies and accompanying media must be virus free.

The Bidder is responsible for ensuring that there are no discrepancies between the required electronic and hard copies submitted to the University. If any discrepancies between the versions exist and the University relies upon an element of one version or the other, which may not be the version that the Bidder intended, the Bidder nonetheless shall be bound by the submission to the University.

(2) The hard copies of the Services, Business, and Cost Response, as well as the USB drive, must be submitted in 4 separate sealed envelopes for each of the four types of Responses. All the envelopes/packages may be shipped in the same box or package; however, each Response type must be separately wrapped and labeled.

The Response package should include a total of four envelopes that can be sent together in one package, including:

a. Envelope one – One (1) original and the required number of copies of the Services Response;

b. Envelope two – One (1) original and the required number of copies of the Business Response;

c. Envelope three – One (1) original and the required number of copies of the Cost Response;

d. Envelope four – A total of two (2) USB flash drives with electronic copies of the Services, Business, and Cost Response.

(3) Bidders that submit information about subcontractors must place the information with the corresponding Response type. (i.e. The subcontractor’s business information must be placed in the sealed envelope that contains the Business Response)

(4) Each original and copy must be clearly labeled as such, and state:

a. the title and number of this RFR;

b. the bidding entity’s legal name; and

c. the type of the Response document (i.e. Business Response).

(5) Each original and copy of the Response shall be formatted as follows:

a. Typed;

b. Single-spaced;

c. Double-sided;

d. Unbound and reproducible (Bidders should submit materials in a format that allows for easy removal and recycling of paper materials);

e. One-inch or greater margins;

f. The equivalent of 11-point font (or larger), except in tables and graphs, where 10-point font may be used;

g. Each page should include the bidding entity’s legal name for easy identification;

Responses that are priced or signed in pencil may be rejected as nonresponsive. Bidders are cautioned that handwritten alterations to Response documents must be initialed by the person signing the Responses, or by his/her authorized designee. Failure to do so may result in rejection of the Response.

(6) Electronic media submissions such as videotapes, audiotapes, CDs or DVDs – other than the required electronic copy on USB – will not be accepted. Facsimile and e-mailed Responses will not be accepted.

(7) If there is a page limit for the Bidder’s Response, it will be clearly stated in the instructions for the Services, Business, and/or Cost Response. Pages submitted beyond the page limit, if any, may be disregarded by the evaluation committee.

Attachments, such as sample materials, charts, and any other supporting documentation explicitly required by this RFR, are not counted in calculating the Bidder’s page limits. However, except where attachments are specifically allowed, Bidders may not expand its responses to the programmatic questions with attachments. Do not submit unnecessary samples, attachments or documents not specifically requested.

Section 4. Organization of Response

(1) The Response shall contain a table of contents with page numbers for each section of the Response.

(2) The Bidder shall respond to each item in the order in which it appears in the RFR, and shall use headings and numbering to match the corresponding section from the RFR.

(3) Each section of the Response shall be separated by a tabbed (or otherwise similarly indicated) page that references the RFR section number and heading.

(4) The University assumes no responsibility to consider or review materials submitted by Bidders that were not requested by the University or that are not in accordance with the University’s instructions.

Section 4. Submitting Responses to the University

Do not submit Responses through the COMMBUYS website.

Bidders must mail or hand-deliver Responses to the address in the box below. Bidders should note that all information in this RFR document, including the University’s mailing address and other contact information, shall supersede any conflicting information that may be included on the COMMBUYS website.

Each envelope in the Bidder’s Response must include the following information on the outside of the package, as indicated in the box below. The Request for Responses Number must be referenced on the outside of the package.

The University strongly recommends that Responses be shipped using a nationally recognized commercial delivery service that provides a tracking system for the package and that you monitor it to ensure it arrives on time. It is the Bidder’s responsibility to ensure that the package is marked with all the required information (as listed in the box above) and to monitor/confirm timely delivery to the University. The University will not notify you upon receipt of the Response. A Bidder may contact the individual named in Section 3.1: Questions to confirm that the Response was received.

Section 4. Directions to Drop off Proposals

Bidders may hand-deliver Responses to the address below:

Brian Girard Director of Purchasing

University of Massachusetts Medical School

Purchasing Department

333 South Street, Suite 209 - 12379 Shrewsbury, MA 01545

From Boston and Points East:

· Take Massachusetts Turnpike (I-90) West to I-495 North. From I-495 North, take RT 9 West.

· Go approximately 7 miles on RT 9 West. At the 4th traffic light, (Price Chopper on right and Kia Wagner auto dealership on left), TURN LEFT onto South St.

· Go up the hill and TURN LEFT at the University of Massachusetts sign.

· TURN RIGHT at the first stop sign. The parking lot will be on your right.

· TURN RIGHT into the Visitor's parking lot, directly across the street from the building entrance.

From 495 North/South:

· Take I-495 to RT 9 West.

· Go approximately 7 miles on RT 9 West. At the fourth traffic light, (Price Chopper on right and Kia Wagner auto dealership on left), TURN LEFT onto South St.

· Go up the hill and TURN LEFT at the University of Massachusetts sign.

· TURN RIGHT at the first stop sign. The parking lot will be on your right.

· TURN RIGHT into the Visitor's parking lot, directly across the street from the building entrance.

From Amherst, Hadley and Points West:

· Take Massachusetts Turnpike (I-90) East. Exit at exit 11 (RT 122 Millbury/Worcester).

· Go through the toll both; STAY LEFT on the ramp.

· TURN LEFT onto RT-122 North [Grafton Rd], following signs for RT-122/Worcester/Paxton. Go approximately 0.5 miles on RT-122 North.

· TURN RIGHT onto the ramp for US-20 East [Southwest Cutoff]. (Keep right: 2-way traffic on the ramp!) Go approximately 4.2 miles on RT 20 East, going straight at five traffic lights. Watch for sign on left: "Shrewsbury Transmissions."

· At the sixth traffic light, TURN LEFT onto South St. Go approximately 0.2 mi. to 333 South St.

· TURN RIGHT at the University of Massachusetts sign.

· TURN RIGHT at the stop sign. The parking lot will be on your right.

· TURN RIGHT into the Visitor's parking lot, directly across the street from the building entrance.

Click here to see map and see map below:

Section 4. Sustainability

In 2007, the President of the University signed the American College and University Presidents’ Climate Commitment. The University is committed to reducing the adverse environmental impact of its purchasing decisions; it is committed to buying goods and services from contractors who share its environmental concern and commitment. For more information about the Presidents’ Climate Commitment, go to www.presidentsclimatecommitment.org.

The University encourages Bidders to include in their Responses economical and environmentally friendly products and service options that serve to minimize waste, reduce excess packaging, recycle, reduce, reuse, prevent pollution, and/or offer resource efficiency. It is the University’s goal to maximize environmental responsibility on its campuses.

The University recommends that Bidders and Contractors use recycled paper and double-sided copying for production of all printed and photocopied documents.

Section 5. Services Response: Submission Requirements Section 5. Services Response

The Bidder’s Services Response must explain how the Bidder would meet the needs of the University as described in this RFR, and more particularly in Section 2.2.1: Scope of Services. In the Services Response, the Bidder shall provide the information specified in the subsections below.

Section 5. Bidder’s History

The Bidder shall provide a brief history of its organization, including organization name (including parent company, if applicable), an organizational overview, a description of the business units into which the Bidder is organized, a listing of the products and services offered by the Bidder, and the Bidder’s website URL (if available).

Section 5. Bidder’s Experience

The Bidder shall provide the following information:

(1) A description of the Bidder’s experience and/or any necessary documentation that demonstrates the Bidder meets the minimum requirements defined in Part A, Section 1.2: Minimum Qualifications.

(2) A description of the Bidder’s experience providing government procurement sourcing services that includes:

a. the Bidder’s experience providing daily reports and on-demand training for users of the database; and

b. the Bidder’s experience implementing projects similar to the services requested in this RFR.

(3) A list of the government entities with which the Bidder has contracted within the past five years to perform services similar to those requested in this RFR, and the specific activities the Bidder performed under any such contracts. For each government contract, the Bidder must state the following:

a. the contract name;

b. the name of the procuring government agency;

c. the name, title, email address, and telephone number of a person at the government entity who can respond to inquiries about the Bidder’s involvement with the project;

d. the specific activities the Bidder performed under the contract; and

e. the dates of performance.

(4) A statement whether any government entity has, in the past five (5) years, terminated early any contract with the Bidder and, if so, an explanation providing relevant details.

(5) A list of all contracts with non-governmental entities, in the past five (5) years, that have been terminated for cause on the part of the Bidder’s organization. For each contract, include:

a. the dates of the contract;

b. the name of the entity with which the Bidder contracted;

c. a detailed explanation of the circumstances of the termination; and

d. the final resolution of the matter.

Section 5. Project Description

The Bidder shall provide a description of the services it wishes to provide in response to this RFR. The project description must include the following:

(1) the Bidder’s understanding of the project’s operations;

(2) the Bidder’s proposed methodology;

(3) the Bidder’s management plan, including a description explaining how the Bidder will ensure that:

a. all aspects of the Contract are appropriately managed and coordinated; and

b. expertise and information about Contract requirements are shared by staff throughout the organization.

(4) the Bidder’s proposed internal controls and quality assurance; and

(5) the Bidder’s proposed system capacity.

Section 5. Work Plan

The Bidder shall provide a comprehensive timeline for launching the searchable and customizable online database, providing reports, and providing initial training to University employees. The Bidder shall describe the actions they will take to ensure uninterrupted service during initial setup and during the term of the Contract.

Section 5. Key Personnel and Staffing

The Bidder shall provide its proposed staffing plan to fully implement the required scope of services, and shall provide the following information:

(1) a summary of the qualifications of the Bidder’s proposed key personnel;

(2) the total number of full-time equivalent (FTE) for each of the Bidder’s proposed key personnel assigned to this project;

(3) detailed resumes, which include qualifications, credentials, and experience, of the individuals proposed to hold each key personnel position. The resumes shall contain information regarding education, background, and relevant recent work experience. The Bidder should highlight experience with specific related projects;

(4) a description of the Bidder’s plans, including timelines, to recruit staff for any key personnel positions not currently filled, and what experience and skills the Bidder would be looking for in the staff it would recruit;

(5) an organizational chart that identifies key personnel for the project, senior managers, and other staff by title to be assigned to accomplish the work described in this RFR; and

(6) the name, title, and qualifications of the person within the Bidder’s organization who will be designated as the Contract manager and be responsible for the ongoing day-to-day management of the activities described in this RFR.

Section 5. References

The Bidder shall provide three references, preferably for services similar to those being procured by this RFR, including:

(1) the organization name and address;

(2) the contact person’s name, telephone number, and email address; and

(3) a description of the services the Bidder provided for each referenced client, preferably for services similar to those being procured by this RFR.

The University reserves the right to contact by telephone, or to arrange a site visit to, any or all of the Bidder’s references. The University may contact the Bidder’s references without prior notice to the Bidder.

If the Bidder plans to use a subcontractor in the significant performance of activities for any Contract resulting from this RFR, please provide references for the subcontractor, as well.

Section 5. Subcontractors

The Bidder must include in its Response a list of all proposed subcontractors, if any, that will perform a role in the scope of service and that the Bidder has identified prior to the Response due date. This list must include each subcontractor’s organization name, address, and website URL (if available).

For any subcontractor(s) that will perform a significant role in the scope of services, the Bidder must include in its Response the following information regarding the subcontractor(s):

(1) the Services Response must clearly delineate the role of any significant subcontractor(s); and

(2) the Business Response, consisting of the following attachments:

· Attachment B:

Bidder’s Contact Information

· Attachment C:

Certification of Tax Compliance

· Attachment D:

Evidence of Insurance

· Attachment E:

Disclosures

· Attachment F:

Diverse Vendors

The University reserves the right to request additional information regarding any proposed subcontractor(s).

The Bidder shall select one option below:

No subcontractors.

Subcontractor information is attached.

Section 6. Business Response: Attachments for Submission The Bidder shall submit a Business Response, which shall consist of the following attachments:

· Attachment A:

Transmittal Letter

· Attachment B:

Bidder’s Contact Information

· Attachment C:

Certification of Tax Compliance

· Attachment D:

Evidence of Insurance

· Attachment E:

Disclosures

· Attachment F:

Diverse Vendors

· Attachment G:

Prompt Payment Discount Form

A. Attachment – Transmittal Letter

Bidders should cut and paste the text below onto their letterhead, and must submit the Transmittal Letter (Attachment A) signed in blue ink by an individual with the authority to bind the Bidder. The Transmittal Letter must include the Bidder’s name and address, and the information requested in #12, #13 and #14.

RFR Title:

RFR Number:

Bidder’s Name:

Bidder’s Address:

Date

Brian Girard Director of Purchasing

University of Massachusetts Medical School

Purchasing Department

333 South Street, Suite 209 - 12379 Shrewsbury, MA 01545

The Bidder hereby represents and warrants that:

1. The RFR and specifications have been read and understood by the Bidder;

2. The Bidder possesses the Minimum Qualifications set forth in Section 1.2 of this RFR;

3. The Bidder accepts all Contract terms and conditions that can be found in Section 8 of this RFR, and understands that any Response that includes exceptions to these terms and conditions may be rejected;

4. The Bidder agrees to be bound by this RFR (including all attachments and exhibits) and the Bidder’s Services Response;

5. The Bidder hereby represents and warrants that the Bidder shall be bound by the terms of the Bidder’s Cost Response;

6. The Response is based upon the items described in this RFR and specifications without exceptions;

7. The Response has been arrived at independently, is in all respects bona fide and fair, and is made and submitted without collusion of fraud with any other person (as used in this letter, the word “person” shall mean any natural person, joint venture, partnership, corporation, or other business or legal entity);

8. No attempt has been made or will be made to induce any other person or firm not to submit a bid or Response;

9. The contents of the Response have not been disclosed by the Bidder nor, to the best of its knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the Bidder, and will not be disclosed to any such person prior to the due date for the Responses;

10. The Bidder's Response is effective through the date a Contract is executed;

11. Neither the Bidder nor its principals, subcontractors, or affiliates are presently, nor have they been in the past five years, debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in any program or procurement process by any governmental entity or program;

12. The Bidder’s legal name, trade name, or any other name under which the Bidder does business (if any) is ____________;

13. The Bidder’s principal address and telephone number is ____________;

14. If the Bidder is not an individual, identify that the type of legal entity (e.g., corporation (profit or not for profit), limited partnership, general partnership, trust) is ____________; and

15. The Bidder’s signature is sufficient to bind the Bidder.

The undersigned has the authority to bind the Bidder to the terms of this RFR. The undersigned certifies under penalties of perjury that all statements on or attached to this form are true and correct to the best of his/her knowledge and belief.

Signature Date

Print Name, Title

Bidder’s Organizational Name B. Attachment – Bidder’s Contact Information

Bidder’s Organizational Name:

Contact # 1

Name:

Title:

Job Description:

Anticipated involvement in Contract:

Telephone number:

Mailing address:

Email Address:

Contact # 2

Name:

Title:

Job Description:

Anticipated involvement in Contract:

Telephone number:

Mailing address:

Email Address:

C. Attachment – Certification of Tax Compliance All Bidders, whether individuals or entities, must demonstrate compliance with Commonwealth of Massachusetts tax laws, including M.G.L. c. 62C, s. 49A, and shall follow the applicable instructions below:

1) If the Bidder is an entity that is registered to do business in Massachusetts or is an individual, the Bidder must submit to the University an original or photocopy of a Certificate of Good Standing and/or Letter of Compliance* that has been issued by the Massachusetts Department of Revenue (“DOR”) within the past year.

2) If the Bidder is formed or incorporated in a jurisdiction other than Massachusetts and is not registered to do business in Massachusetts, the Bidder must either:

· Register to do business in Massachusetts AND submit to the University an original or photocopy of a Certificate of Good Standing and/or Letter of Compliance* that has been issued by the Massachusetts Department of Revenue (“DOR”) within the past year; or

· Certify that the bidding entity is not registered in Massachusetts and is in compliance with Massachusetts tax laws by submitting the Certification of State Tax Compliance on the next page, AND provide documentation from the jurisdiction in which the bidding entity is formed or incorporated demonstrating compliance with that particular state’s tax laws.

Bidders can request a Certificate of Good Standing and/or Letter of Compliance online or by mail:

· Online:

· Businesses may request a certificate at: https://mtc.dor.state.ma.us/mtc/

· Individuals may request a certificate at: https://wfb.dor.state.ma.us/webfile/Certificate/Public/WebForms/Welcome.aspx

· Mail: Bidders may download a paper application from the following link and send it to the address or fax number on the form: http://www.mass.gov/dor/businesses/programs-and-services/certificate-of-good-standing.html Issuance of a Certificate of Good Standing and/or Letter of Compliance from the Massachusetts DOR normally takes several days if requested online. Paper applications submitted by mail can take 4-6 weeks, so Bidders should apprise the Massachusetts DOR that the certificate is sought in connection with a University solicitation (with a deadline). If the requested certificate is not supplied with the Response, the Bidder must submit documentation verifying the application was filed. The certificate must be provided prior to final execution of the Contract with the University.

If you have questions about how to request a Certificate of Good Standing and/or Letter of Compliance, call the Massachusetts DOR: (617) 887-6550 or go to: www.dor.state.ma.us.

* The Bidder must submit a Certificate of Good Standing and/or Letter of Compliance issued by the Massachusetts Department of Revenue (“DOR”). A letter from the Massachusetts Secretary of the Commonwealth is not sufficient.

(this certification form is only applicable to certain Bidders – see detailed instructions on previous page)

Certification of State Tax Compliance I ____________________________________ authorized signatory for _______________________________________________ [Name & Title]

[Contracting Party] whose principal place of business is at _________________________________________________________________________

[Address] do hereby certify under the penalties of perjury that ___________________________________________ is not registered with the

[Contracting Party]

Massachusetts Secretary of the Commonwealth; and pursuant to Mass. Gen. Laws ch. 62C, §49A, has complied with all laws of the Commonwealth of Massachusetts relating to taxes.

Signature Date

Print Name, Title

Bidder’s Organizational Name

D. Attachment – Evidence of Insurance

As part of its Business Response, the Bidder (or subcontractor) must provide the University with written evidence of insurance from the insurer. Any documentation provided pursuant to this requirement should be labeled as Attachment D – Evidence of Insurance.

Forms Of Coverage. The Contractor (or subcontractor) shall purchase and maintain at its sole cost and expense throughout the term of the Contract adequate insurance coverage necessary for the performance of the work under the Contract. Such insurance must include but not be limited to the following types and amounts of coverage, as indicated below:

(a) required ___X___ not required ______

Commercial General Liability Insurance including products and completed operations liability, and contractual liability coverage specifically covering the Contract, written on an occurrence form, with combined limits for bodily injury, personal injury, and property damage of at least two million dollars ($2,000,000) per occurrence and four million dollars ($4,000,000) per aggregate.

(b) required ___X___ not required ______

Workers’ Compensation Insurance, including Employers Liability Insurance, in compliance with applicable federal and state laws.

(c) required ______ not required ___X___

Automobile Liability Insurance covering owned, non-owned, and hired vehicles with combined limits for bodily injury and property damage of at least one million dollars ($1,000,000) per accident.

(d) required ______ not required ___X___

Professional Liability Insurance on an occurrence or claims made basis, covering claims made during the policy period and reported within four (4) years of the date of occurrence. Limits of liability must not be less than $1,000,000.

Note that the selected Bidder must agree to all the insurance terms set forth in the Insurance Schedule (see Section 8, Exhibit 2).

E. Attachment – Disclosures I. Financial Statements

As part of its Business Response, the Bidder (or subcontractor) must demonstrate that its organization is in sound financial condition, and/or that appropriate corrective measures are being taken to address and resolve any identified financial problems. Documentation provided to the University pursuant to this requirement should be labeled as Attachment E – Disclosures, I. – Financial Statements and shall include, but not be limited to:

(1) financial statements for the two most recent fiscal years that include the auditors’ opinion letter and notes to the financial statements;

(2) financial management plan that includes a financial forecast/projection for the current fiscal year, prepared in a consistent manner with the financial statements in item #1 above;

(3) evidence, consisting of proof of a bank credit line or other non-contractual sources, of ability to sufficiently fund at least four months of program operations; and

(4) proof of an acceptable credit rating or nationwide business credit rating from a bureau such as Dun & Bradstreet.

Disclaimer of opinion, an adverse opinion, a special report opinion, a review opinion, or a compilation report opinion by a Certified Public Accountant (“CPA”) will be grounds for rejection unless an unqualified opinion is rendered by a CPA prior to award of the Contract.

If any of the above items are not available, the Bidder (or subcontractor) shall submit a statement indicating the reason the item is not…