RFR DCR 928 Purchase of Sat Link telemetry equipment.pdf

REQUEST FOR RESPONSE

Sat Link

RFR # DCR 928 / COMMBUYS Bid# BD-24-1020-DCRCU-DC250-95715

ISSUE DATE:

Purchasing Department Department of Conservation & Recreation

Address 10 Park Plaza

City, State Zip Code Boston, MA 02116

Procurement Contact Person Viktoria Zoltay

Telephone Number

Fax Number

E-Mail Address Viki.zoltay@mass.gov

RFR Name/Title Purchase of Sat Link telemetry equipment

RFR Number DCR 928

COMMBUYS Bid Number BD-24-1020-DCRCU-DC250-95715

1. Description or Purpose of Procurement:

The Department of Conservation and Recreation (DCR) is seeking qualified vendors from which to purchase Sat

Link telemetry equipment. DCR is in need of 13 Sat Link 3 Lite Loggers. The Equipment is to be delivered as soon as possible after contract starts.

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

2. Acquisition Method:

Check All Applicable (“X”): Category

Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

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

Check One (“X”):

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

DCR would like to utilize one vendor.

b. Adding Contractors after initial Contract Award

4. Entities Eligible to Use the Resulting Contract

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

Check

One

(“X”):

Eligible Entities

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:

o Cities, towns, districts, counties, and other political subdivisions.

o Executive, Legislative and Judicial Branches, including all Departments and elected offices therein.

o Independent public authorities, commissions, and quasi-public agencies.

o Local public libraries, public school districts and charter schools.

o Public hospitals owned by the Commonwealth.

o Public institutions of higher education.

o Public purchasing cooperatives.

o Non-profit, UFR-certified organizations that are doing business with the

Commonwealth.

o Other states and territories with prior approval by the State Purchasing Agent; and o Other entities when designated in writing by the State Purchasing Agent.

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

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

Contract

Duration Number of Options

Number of

Years/Months

Initial Duration

1 year

Renewal

Options

Total

Maximum

Contract

Duration

3 years

6. Anticipated Expenditures, Funding or Compensation:

The estimated value of purchase(s) resulting from this Bid is $55,000. Anticipated expenditures are based on the quantity and estimated costs of the equipment.

The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid.

The vendors will be asked to provide a quote for the specific order at hand, as well as a period of performance for completing the order. All such bids must identify and include all costs associated with order. Costs which are not specifically identified in the vendor’s bid and accepted by the Department as part of the bid, will not be compensated under any contract awarded pursuant to this RFR. This includes shipping costs.

The vendor whose specific bid offers the best value to the Department will be selected for that specific order.

The Department’s determination of best value may include, but is not limited to, consideration of the specific bids regarding overall cost, response time, specifications of equipment offered for purchase, the Department’s determination of a vendor’s suitability to a specific order, and the Department’s prior experience with vendors.

The Department reserves the right to reject any bids that do not meet the best value of the Commonwealth.

Estimated Value of Procurement: $55,000

7. Contract Performance and Business Specifications:

Commodities being Procured:

Awarded vendor will supply 13 Sat Link 3 Lite Loggers.

Fiscal Terms:

The Commonwealth is tax exempt; therefore, no sales tax shall be quoted or charged to purchases made under this contract.

Payment: All payments shall be made in accordance with the Commonwealth’s Bill Paying Policy.

Payment days will be measured from the date goods are received and accepted / performance was completed OR the date an invoice is received by the Commonwealth, whichever is later, to the date the payment is issued as an EFT (preferred method) or mailed by the State Treasurer. The date of payment “issue” is the date a payment is considered “paid” not the date a payment is “received” by a Contractor.

Prompt Pay Discounts: A discount given to the buyer if paid within a certain time period. All discounts offered will be taken in cases where the payment issue date is within the specified number of days listed by vendor and in accordance with the Commonwealth’s Bill Paying Policy.

Volume Discounts: discount may be negotiated if a certain volume of product or service is purchased.

Delivery Terms: Shipping costs to USGS, c/o Christopher Bruet, 10 bear foot road, Northborough

MA 01532 must be included in the quote.

8. Small Business Purchasing Program

This is a Small Procurement targeted to verified small businesses participating in the Commonwealth's Small

Business Purchasing Program (SBPP). The Department intends to award a contract to one or more SBPP-participating businesses verified through COMMBUYS who submits a quote that meets or exceeds the best value requirements. Subcontracting in SBPP procurements is limited to no more than 20% of the total value of the contract, unless it is with another verified SBPP participant. If it is determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive quote, the Department may award the solicitation to vendors who submitted responses and are not participating in the SBPP. To determine eligibility and to participate in the SBPP, please review the eligibility criteria and general program information at www.mass.gov/sbpp.

9. 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 considered to be 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.

10. 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. Bidder scores will be used to rank Bidders and will determine which Bidders will proceed to subsequent stages of the evaluation and/or enter into negotiations with the Commonwealth to receive a Contract award.

In making this determination, the Commonwealth will consider and score a number of factors to include:

http://www.mass.gov/sbpp

• Ability to provide equipment as outlined in this RFR.

• Availability of Prompt Pay Discounts (PPD)

• Pricing

The order of these factors does not generally denote relative importance. The Commonwealth reserves the right to consider other relevant factors as it deems appropriate in order to obtain a “best value” .

11. 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 contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B. Copy of the quotes will be sent to viki.zoltay@mass.gov also.

Minority-owned businesses, women-owned businesses, veteran-owned businesses, and businesses owned by individuals with disabilities are encouraged to respond.

Any submission which 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 can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

12. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date 12/04/23 9 am

Deadline for Submission of Questions through

COMMBUYS “Bid Q&A”

12/8/23 5 pm

Official Answers for Bid Q&A published (Estimated) 12/13/23 5 pm

Bid Amendment Deadline / Online Quote Submission

Begins. Bid documents will not be amended after this date.

12/15/23 5 pm

Deadline for Quotes/Bid Responses (“Bid Opening

Date/Time” in COMMBUYS)

12/22/23 5 pm

Notification of Apparent Successful Bidder(s) (Estimated) 12/29/23 5 pm

Estimated Contract Start Date 1/5/23 9 am

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

mailto:viki.zoltay@mass.gov

a. Online Questions (Bid Q&A)

Written Questions must be entered by pressing 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 not to 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 any 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.

13. Required Forms

Responses to this RFR must contain the following documents.

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Commonwealth Terms & Conditions Electronic Submission

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

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

Electronic Submission

Standard Contract Form and Instructions Electronic Submission

Contractor Authorized Signatory Listing Electronic Submission

Authorization for Electronic Funds Transfer Electronic Submission

Additional Environmentally Preferable Products/Practices

Electronic Submission

Prompt Payment Discount Form Electronic Submission

Business Reference Form Electronic Submission

Bidder’s Response Form Electronic Submission

Equipment Specifications Electronic Submission

Warranty Specifications Electronic Submission

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

(WWW.COMMBUYS.COM).

14. RFR Attachments

Appendix A: Required Specifications for Commodities and Services (07/13/2023) https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services

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

Appendix C: Required Specifications for Information Technology

(07/01/2020) https://www.mass.gov/doc/rfr-required-specifications-for-information-technology/download

Appendix D: Standard Contract Form (07/22/2021) https://www.mass.gov/doc/nas-rfp-attachment-b-exhibit-2-standard-contract-form-and-instructions/download

Appendix E: Standard Contract Form Instructions and Contractor Certifications

(08/06/2021) https://www.macomptroller.org/wp-content/uploads/instructions_standard-contract-form.pdf

Appendix F: Commonwealth Terms and Conditions for Information Technology Contracts

(06/30/2020) https://www.macomptroller.org/wp-content/uploads/form_commonwealth-terms-and-conditions-for-information-technology.pdf http://www.commbuys.com/ https://www.mass.gov/doc/rfr-required-specifications-for-commodities-and-services https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids https://www.mass.gov/doc/rfr-required-specifications-for-information-technology/download https://www.mass.gov/doc/nas-rfp-attachment-b-exhibit-2-standard-contract-form-and-instructions/download https://www.mass.gov/doc/nas-rfp-attachment-b-exhibit-2-standard-contract-form-and-instructions/download https://www.macomptroller.org/wp-content/uploads/instructions_standard-contract-form.pdf https://www.macomptroller.org/wp-content/uploads/instructions_standard-contract-form.pdf https://www.macomptroller.org/wp-content/uploads/form_commonwealth-terms-and-conditions-for-information-technology.pdf https://www.macomptroller.org/wp-content/uploads/form_commonwealth-terms-and-conditions-for-information-technology.pdf

Appendix G: Prompt Payment Discount Form https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf