RFR - DYS 2017-003~1.doc

The Commonwealth of Massachusetts

Executive Office of health and Human Services

Department of Youth Services

600 Washington Street, 4th Floor Boston, MA 02111

Request for Response (RFR)

Document Title: Cutlery Sharpening Services COMMBUYS Bid #: BD-17-1035-DYS01-DYS01-11787 Agency Document Number: DYS 2017-003 March 3, 2017

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ISSUE DATE: March 3, 2017

1. Description or Purpose of Procurement:

The Massachusetts Department of Youth Services seeks qualified vendors to provide sharpening services for kitchen knives, scissors, and other tools for its facilities at various locations across the Commonwealth.

2. Applicable Procurement Law

(Executive Branch Goods and Services) Applicable Laws

801 CMR 21.00

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801 CMR 21.00; 808 CMR 1.00

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Legal Services

MGL c. 30, §§ 51, 52, 65; c. 7, § 22;

801 CMR 21.01(2) (b)

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815 CMR 2.00

3. Acquisition Method:

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Outright Purchase

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Rental (not to exceed 6 months)

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Term Lease

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License

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Other:

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

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Single Contractor

a. Estimated Number of Awards

The Massachusetts Department of Youth Services (the "Purchasing Department") intends to award Contracts to (and thereby pre-qualify) two or more vendors. The number of awards will be sufficient to provide adequate coverage to the Purchasing Department’s geographic regions and ensure competitive pricing. Following the awards, selection of a vendor for order placement by a particular region or facility will be based on competitive on-the-spot price quotations and other relevant performance factors.

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 companies which responded to this Bid but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Bid may be reopened to obtain additional Quotes.

5. Entities Eligible to Use the Resulting Contract

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

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

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

Initial Duration

Four years

Total Maximum Contract Duration

Seven years

7. Anticipated Expenditures, Funding or Compensation:

Estimated Value of Procurement (including anticipated renewal options): $35,000.

8. Contract Performance and Business Specifications:

a. Overview The Purchasing Department seeks qualified vendors who will provide cutlery sharpening services for various program locations across the Commonwealth. The programs currently requiring this service are in Westborough and Boston, but other locations may be added at a later date. The intention is to award Contracts to (and thereby pre-qualify) two or more vendors. The number of awards will be sufficient to provide adequate coverage to the Purchasing Department’s geographic regions and to ensure competitive pricing. Following the awards, selection of a vendor for order placement by a particular region or facility will be based on competitive on-the-spot price quotations and other performance factors. The resulting contract(s) will be available for use by all departments and divisions within the Executive Office of Health and Human Services. Within the discretion of the Purchasing Department the contracts may be made available for use by other eligible entities as well.

b. Product and Service Specifications

The selected contractor(s) will supply the Purchasing Department’s facilities with high quality sharpened kitchen knives on a bi-weekly basis. Knives may include the following:

· at least two (2) high quality 10-inch French knives

· two (2) high quality 12-inch French knives

· one (1) high quality bread knife

· one (1) high quality paring knife

· one (1) high quality boning knife

· one (1) high quality slicing knife.

The Purchasing Department reserves the right to add to this list knives of other sizes if it is in the interest of the Commonwealth to do so. The selected contractor(s) will also sharpen miscellaneous kitchen tools on an as needed basis.

Knives and other items to be sharpened are to be picked up (and simultaneously replaced with newly sharpened knives or items of like type and of equal quality) on a bi-weekly basis between the hours of 8 a.m. and 4 p.m., Monday through Friday.

All Bidders are to quote either an hourly rate or a specific charge per item.

Any services ordered by a Purchasing Department regional location will be terminable by the Purchasing Department at any time without cause and without penalty upon payment to the Contractor of all outstanding charges. Bills are payable in accordance with the Massachusetts Comptroller’s bill payment policy. The Commonwealth is a tax exempt entity. After the initial four-year term, prices may be renegotiated for any renewal options.

c. Vendor Qualifications

The Bidder must have a minimum of five (5) years of experience in the cutlery business, and must be able to supply suitable business references as described herein. In addition, the Bidder and any employees involved in servicing the Purchasing Department's locations must be properly licensed to perform all aspects of performance where such licensing is required by Massachusetts law. By responding to the Bid the Bidder certifies that this requirement is met.

d. Additional Specifications The specifications contained in Appendix 1 are incorporated in this Bid and in any resulting contract(s).

9. 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 Purchasing 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 Purchasing 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.

10. Evaluation Criteria Contract awards will be made to those Bidders whose quotes represent best value for the Commonwealth. Quotes will be evaluated based upon the Bidder's relevant experience and qualifications, business references, pricing of services, ability to be responsive to the Department's service needs in a timely way, and ability to satisfy the requirements of the Executive Orders referenced herein. Quotes must meet all submission requirements of the Bid to be assured of being evaluated, scored and ranked by the evaluation team. Any Quote which fails to meet the submission requirements 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 Bidder may be allowed to make minor corrections to the submission. The quality and number of business references will be considered in the evaluation of Quotes. If a Bidder receives an unfavorable review it may result in the loss of points or even disqualification. If a Bidder has done business with the Commonwealth, its past performance may be considered, whether offered as a reference or not. The Purchasing Department may request additional information for evaluation purposes.

11. Required Forms for Quotes

Quotes submitted in response to this Bid will consist of the fully completed Quote Form, which must be scanned and submitted electronically. Bidders who wish to provide additional explanatory information (on a separate sheet or using promotional literature) may scan and upload the same along with the Quote Form. The Quote Form calls for the following information:

1) Basic Information: The Bidder must identify itself and state its years of experience (page 1).

2) References: The Bidder must complete the Business Reference Form (page 2), identifying three (3) clients or customers. Customers should be those to whom the Bidder provided goods or services within the three (3) years preceding the date of the Quote. References should substantiate the Bidder’s ability to perform the services called for in this RFR. The Purchasing Department reserves the right to contact references, to verify information, and to investigate the Bidder's ability to perform under any contract that may be awarded under this RFR.

3) Price and Delivery Terms: The Bidder must provide current pricing, including any discounts it is prepared to offer, and must identify the locations it can serve (page 3).

4) Prompt Pay Discount (PPD): The Bidder must complete a PPD form (page 4). A Bidder is not required to offer a discount, but if it does not it must identify in writing why a discount cannot be offered.

5) EPP (Environmentally Preferable Products): The Bidder must complete an EPP Form (page 5). 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. Questions concerning the EO or the appropriate specifications may be directed to OSD’s EPP Procurement Program at www.mass.gov/epp.operations. Preference will be given to the Bidders that use Biodegradable/Compostable products, recycled content paper goods, or incorporate other environmentally preferable products or practices in their business.

12. 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 afforded by CommBuys. For instructions on how to submit a Quote in CommBuys, please see Appendix 3. (In order to submit a Quote, Bidders must first register in CommBuys. For instructions on how to register, see Appendix 2.)

13. Estimated Procurement Calendar

Deadline to Submit Written Questions

(must be done online via CommBuys “Bid Q&A” tab)

Deadline for Bid Amendments

(Bid documents will not be amended after this date)

Deadline to Submit Quotes (Responses to the Bid)

(called “Bid Opening Date/Time” in CommBuys)

It is each Bidder’s responsibility to monitor CommBuys for any changes to this procurement calendar.

a. Site Inspection

There is no plan for a site inspection. Bidders who have questions about the sites where cutlery items are to be picked up and returned may post them using the CommBuys Q&A function.

b. Written Questions (Submit Online); Posting of Answers

Bidders who wish to pose written questions concerning this Bid must do so through CommBuys, by opening the Bid and selecting the “Bid Q&A” tab. This must be done no later than the date and time of the “Deadline to Submit Written Questions” shown in the Estimated Procurement Calendar (above). The Purchasing Department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify the Purchasing Department's receipt of questions. Answers to online questions will be posted (on the same "Bid Q&A Tab") on or about the date for “Posting of Official Answers to Online Questions” shown in the Estimated Procurement Calendar.

c. 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.

d. Quotes Deadline ("Bid Opening Date/Time")

Quotes (Bid Responses) must be submitted by the Deadline shown in the Estimated Procurement Calendar (above), which in CommBuys is known as the “Bid Opening Date/Time.”

e. Estimated Contract Start Date

This is the approximate start date. The actual start date will be the contract effective date, which is the date on which the contract is executed by the parties.

f. CommBuys Readiness

It is the responsibility of the prospective Bidder (and any awarded Contractor) to maintain an active registration in CommBuys, to keep current the email address of the Bidder’s contact person (and 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 (or awarded Contractor’s) designated email address is not current, or if technical problems, including those with the prospective Bidder’s (or awarded Contractor’s) computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder (or awarded Contractor) and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

14. Required Forms following Contract Award Bidders who are notified of their being awarded a contract will at that time be sent the following five (5) forms, which they must then complete, sign, and submit, on paper with original ink, subject to the exceptions set forth below. The forms are available to be viewed (in blank), as they are attached as part of the Bid record on www.CommBuys.com. If a Bidder awarded a contract has already executed and filed the Commonwealth Terms & Conditions, it need not be resubmitted. If the Bidder has already executed and filed the Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W-9 Form), or the Authorization for Electronic Funds Transfer, and none of the information contained in those forms has changed, those documents need not be resubmitted.

Mark (“X”) if applicable

15. RFR Appendices There are three appendices to this RFR. All are available as part of the Bid record on CommBuys (www.CommBuys.com).

Appendix 1 - Required Specifications

Appendix 2 - CommBuys Registration Instructions

Appendix 3 - CommBuys Electronic Quote Submission Instructions Please Note: This RFR document is part of a larger procurement package, the complete version of which can be found on � HYPERLINK "http://www.CommBuys.com" ��www.CommBuys.com�. (Formerly known in common parlance as a "Solicitation," the package is referred to in the CommBuys system as a "Bid," to which respondents can submit their response, which in CommBuys is called a "Quote.") Respondents are responsible for reviewing all documentation and information pertinent to this procurement and for following all instructions and completing all forms as required. Respondents may also contact the CommBuys Helpdesk at � HYPERLINK "mailto:CommBuys@state.ma.us" ��CommBuys@state.ma.us� or the CommBuys Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk County holidays.

� For a list of documents that Bidders who are awarded a contract will be required to complete and execute following an award, see paragraph 14, below.