RFR-DFW-2016-035-Pheasants Contract-Final-1.pdf

REQUEST FOR RESPONSE

40,000 live adult pheasants and 8,000 live 8-week old pheasants

RFR #DFW-2016-035

COMMBUYS Open Market Bid#: BD-16-1046-DFW-FWE11-00000007053

1. Purpose of Procurement:

The Department of Fish & Game, Division of Fisheries and Wildlife (DFW) is seeking bids on 40,000 live adult pheasants and 8,000 live 8-week old pheasants.

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

Purchasing Department Mass Division of Fisheries & Wildlife

Address 251 Causeway St. Ste 400

City, State Zip Code Boston, MA 02214

Procurement Contact Person Yunus Khalifa 617-626-1584

Item Related questions Mike Huguenin 508-389-6317 or

Steve Foster-508-389-7821

Fax Number 508-389-7890

E-Mail Address michael.huguenin@state.ma.us, steve.foster@state.ma.us

RFR Name/Title Live Pheasants

RFR Number DFW-2016-035

COMMBUYS Bid Number BD-16-1046-DFW-FWE11-00000007053

Procurement Category Open Market mailto:michael.huguenin@state.ma.us mailto:steve.foster@state.ma.us

2. Acquisition Method:

Check All Applicable (“X”): Category

Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

Tax Exempt Lease-Purchase (TELP)

License

Other

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

Check One (“X”):

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

In the best interests of the Commonwealth, multiple vendors are required for this contract. More specifically, DFW intends to contract with multiple vendors to ensure that DFW is in a position to maintain an adequate supply of pheasants should a vendor experience a total or significant loss of their contracted supply of birds due to occurrences such as disease. DFW has established a minimum goal of 4 vendors to be awarded a contract under this Request for Response. DFW may award more or fewer contracts, if DFW deems it is in the best interests of the Commonwealth to ensure an adequate supply of pheasants.

b. Adding Contractors after initial Contract Award If, over the life of the contract, the

Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified vendors which responded to this Solicitation but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

4. Entities Eligible to Use the Resulting Contract

Check One

(“X”):

Eligible Entities

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

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

Contract

Duration Number of Options

Number of

Years/Months Instructions

Initial Duration 12 months

Renewal Options Two Years Two additional 12 months period same terms and conditions as the initial contract

Total Maximum

Contract Duration

3 years same terms and conditions as the initial contract

OPTION TO RENEW: Yes. The term of the contract shall be twelve (12) months. The parties may, by mutual agreement prior to the expiration of the initial term, extend the contract for a period of up to two additional 12 month periods at the same terms and conditions as the initial contract, including price, except for approved price change requests.

Bid prices shall be firm for the initial contract period. Where DFW determines to exercise a renewal option, DFW shall at least forty-five (45) days prior to the expiration of the initial contract period, notify the contractor in writing that the Commonwealth is exercising its option to extend the contract. The contractor may request a price increase for the extension period. Price increase requests shall be submitted in writing within ten (10) days of the notice to extend. Price increase requests for the extension period shall include documentation supporting the reasons for the requested increase written on the contractor's letterhead. DFW reserves the right to request additional information.

DFW shall only authorize a price increase for an extension where the vendor has provided sufficient documentation to satisfy DFW that such an increase is warranted.

6. Anticipated Expenditures, Funding or Compensation:

Estimated Value of Procurement: $600,000

7. Contract Performance and Business Specifications:

Commodities being procured: 40,000 adult Birds and 8,000 8-week birds (estimated total requirement). -

Please see Appendix A-Required Specifications under attachments tab in COMMBUYS.

8. 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.

9. 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.

Evaluation Criteria based on cost, quality of birds, quality of vendor service, Massachusetts Agricultural

Preference, and proximity; each category carrying equal weight.

The DFG-DFW reserves the right to award by item, group of items, or total bid. DFG-DFW further reserves the right to reject any or all bids, and to make awards as deemed by the Department to be in the best interest of the Commonwealth

10. Instructions for Submission of Responses:

All responses shall be posted electronically in COMMBUYS. Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see

Appendix B. Vendors should contact the Commbuys help desk at 617-720-3197 for assistance with any technical difficulties responding to and/or submitting forms for this Request for Responses.

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.

11. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date February 5, 2016

2:00pm

Official Answers for Bid Q&A published (Estimated) February 12, 2016

3:00pm

Bid Amendment Deadline / Online Quote Submission

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

February 19, 2016

3:00pm

Deadline for Quotes/Bid Responses (“Bid Opening

Date/Time” in COMMBUYS)

February 26, 2016 2:00pm

Notification of Apparent Successful Bidder(s) (Estimated) March, 4 2016

Estimated Contract Start Date March, 14, 2016

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

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.

12. Required Forms

Responses to this RFR must contain the following documents. (Checked with “X’ Mark)

Check if applicable (“X”) Form/Document Notes/Instructions (If any)

Commonwealth Terms & Conditions Form not required for bid evaluation. Form is required upon award. - Wet Ink Signature Required

Request for Taxpayer Identification

Number & Certification (Massachusetts required upon award - Wet Ink Signature Required

Check if applicable (“X”) Form/Document Notes/Instructions (If any)

Substitute W-9 Form) Signature Required

Standard Contract Form and Instructions Form not required for bid evaluation. Form is required upon award - Wet Ink Signature Required

Contractor Authorized Signatory Listing

Authorization for Electronic Funds

Transfer

Form not required for bid evaluation. Form is required upon award. - Wet Ink Signature Required

Prompt Payment Discount Form

Mandatory Bid Proposal Form

(mandatory for bid evaluation) Electronic Submission via commbuys

Business Reference Form

(mandatory for bid evaluation) Electronic Submission via commbuys

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

(WWW.COMMBUYS.COM).

Website link below for the COMMBUYS Job Aids for Vendors page provides job aids to support usability of

COMMBUYS for the Vendor Community.

http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/job-aids-for-vendors.html

RFR Attachments

Appendix A: Required Specifications Appendix B: Electronic Quote Submission Instructions (Job aid) Appendix D: RFR – Other Specifications http://www.commbuys.com/ http://www.commbuys.com/ http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/job-aids-for-vendors.html http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/job-aids-for-vendors.html