RFR-Efishing and eDNA ResilientMass FY24-Revised-Final.pdf

REQUEST FOR RESPONSE

Electrofishing and eDNA Sampling Equipment

Issue Date: April 02, 2024

Purchasing Department Division of Fisheries and Wildlife Address 1 Rabbit Hill Rd City, State Zip Code Westborough MA 01581 Procurement Contact Person/Tel#: Yunus Khalifa-781-640-2688 E-Mail Address Yunus.Khalifa@mass.gov Item Related Questions- Contact Person Rebecca M. Quinones Tel: 508-389-6333

Email: rebecca.quinones@mass.gov Fax Number 508-389-7890 RFR Name/Title Electrofishing and eDNA Sampling Equipment RFR Number DFW-2024-061 COMMBUYS Bid Number Bid BD-24-1046-DFW-FWE11-100866 Procurement Category Open Market

1. Description or Purpose of Procurement:

MassWildlife is responsible for the conservation of freshwater fish and wildlife in the Commonwealth, including endangered plants and animals. The Commonwealth’s ResilientMass Plan includes several Priority Action projects involving the conservations of the state’s fish and wildlife resources, including conservation of freshwater mussels and their host fishes, and dam and lake assessments. To advance these Priority Action projects MassWildlife must procure electrofishing and eDNA sampling equipment.

This equipment will supply pertinent information to management plans including the State Wildlife Action Plan. The eDNA equipment will be used to validate the presence of rare mussels and fishes. The electrofishing equipment will be used to determine the relative abundance and composition of fish assemblages in rivers and lakes where freshwater mussels occur. These two are linked because mussels depend on a suite of fishes to disperse throughout aquatic ecosystems.

mailto:Yunus.Khalifa@mass.gov

RFR # DFW-2024-061 COMMBUYS Bid# BD-24-1046-DFW-FWE11-100866

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2. 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

3. Acquisition Method:

Check All Applicable (“X”): Category Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other: [specify, e.g., TELP]

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

Check One (“X”):

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is one. The Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

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5. Entities Eligible to Use the Resulting Contract

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:

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

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

Contract Duration Number of Options

Est. Number of Years/Months Instructions

Initial Duration May 1, 2024– Aug 31, 2024

Contract Effective date through 8/31/2024 (to be delivered by Aug 31, 2024)

Renewal Options None None None* Total Maximum Contract Duration

4 months Estimated 4 months*

*The initial contract will terminate on Aug 31,2024. MassWildlife reserve the right to utilize the awarded vendor to perform follow up repairs or acquire material purchases compatible with the items procured under this RFR. For example, if in a future FY, a pole/unit is damage and in need of replacement of repair outside of the warranty period, MassWildlife may utilizing the awarded vendor to repair or replace the item as deemed appropriate). MassWildlife Terms and Conditions will continue to apply.

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: <$100,0000 with S/H

The funding for any contract resulting from this procurement is conditioned upon receipt of ResilientMass funds.

8. Contract Performance and Business Specifications:

Commodities being Procured:

6EA ELECTROFISHER COMBO LR-20B LITHIUM which includes:

1-10114 ELECTROFISHER LR-20B

1-07575 ELECTRODE POLE 6FT 2PC

1-08679 11IN SS ELECTRODE RING 1-0682

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1 RATTAIL CATHODE

1-10765 11.1Ah LITHIUM BATTERY

1-10167 UBC-24 BATTERY CHARGER

MANUAL #09441 ATTACHED 1 Year warranty included standard

6 additional CATHODE RATTAIL LR-24

6 additional POLE ELECTRODE 6FT 2PC LR

6 additional RING ELECTRODE 11IN ADJUSTABLE SS

2 ELECTROFISHER SYS APEX CNTRL BOX which includes:

11241 MANUAL

11841 GEN FLIER

12037 APEX CONTROL BOX

12040 FOOTSWITCH 15FT CABLE

12042 ANODE CABLE 15 FT

12043 CATHODE CABLE 15 FT

12044 INPUT POWER CABLE 10FT

12067 HAT SRI APEX

1 EDNA SAMPLER BACKPACK COMBO LI-ION which includes:

#11657 eDNA SAMPLER BACKPACK

#11585 HOSE KIT

#11223 REMOTE

#11153 (4) AA BATTERIES W/CHARGER

#12034 LITHIUM BATTERY CHARGER

#12080 LITHIUM BATTERY ASMB

#11569 eDNA SAMPLER MANUAL

1 POLE TRANSECT EDNA SAMPLER

1 25 FILTER PACK ASMB 5UM SELF-PRESERV

The Required by Date is Aug 31, 2024. If bidders are not able to supply all items by Aug 31, 2024, bidders are encouraged to submit a bid response including the quantity of items that they are able to deliver by the required by date of Aug 31, 2024.

Performance Measures: All items must be received prior to the close of business on August 31, 2024.

Fiscal Terms:

Bill Pay Payment Policy: All invoices issued pursuant to this contract are payable in accordance with the Comptroller’s Bill Payment Policy: Understanding Commonwealth payments | Mass.gov . The Commonwealth's Bill Paying Policy outlines the Commonwealth’s policies that apply to the expenditure https://www.mass.gov/service-details/understanding-commonwealth-payments

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Tax Exempt: Goods and services procured by MassWildlife are tax exempt. Payment vouchers or invoices submitted to Massachusetts government entities must not include sales tax. MassWildlife will supply the tax exemption certificate when requested.

Final Invoicing: Finaly invoicing will need to be submitted to MassWildlife no later than October 30, 2024.

9. Small Business Purchasing Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.commbuys.com/bso/

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SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance

Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

10. 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 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.

11. 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.

Bids will be evaluated based on Cost, Delivery Schedule, Completeness of Order, and SBPP.

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 in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission that fails to meet the submission requirements of the RFR may be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

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13. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date 4/04/2024 3:00pm

Deadline for Submission of Questions through COMMBUYS “Bid Q&A

04/8/2024 10:00am

Official Answers for Bid Q&A published (Estimated) 4/9/2024 3:00pm

Bid Amendment Deadline, Bid documents will not be amended after this date.

4/12/2024 3:00pm

Deadline for Quotes/Bid Responses (bid opening date/time in COMMBUYS)

4/18/2024 2:00pm

Notification of Apparent Successful Bidder(s) (Estimated)

4/22/2024

Estimated Contract Start Date 4/24/2024

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

Online Questions (Bid Q&A)

Written Questions must be entered using 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 to not 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.

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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 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.

14. Required Forms

Responses to this RFR must contain the following documents

Check if applicable (“X”)

Form/Document Notes/Instructions (If any) x

Vendor Quote or Bid Proposal (No template provided)

Required as part of the bid. Will be used to evaluate bids.

x

Commonwealth Terms and Conditions

Not Required with Bid Submission.

Required as part of the award package.

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

Not Required with Bid Submission.

Required as part of the award package.

x

Standard Contract Form and Instructions

Not Required with Bid Submission.

Required as part of the award package.

X

Contractor Authorized Signatory Listing

May be required as part of the award package, not required with bid.

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Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

X

Authorization for Electronic Funds Transfer

May be required as part of the award package, not required with bid.

X

Prompt Payment Discount Form

Not Required with Bid Submission.

Required as part of the award package.

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

(WWW.COMMBUYS.COM).

15. RFR Attachments

Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services

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

Appendix C: RFR – Other Specifications

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2.

Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3.

Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

http://www.commbuys.com/ http://www.commbuys.com/ https://www.mass.gov/doc/rfr-required-specifications-of-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