RFR_FINAL_Med Equip Inspections.docx

The Commonwealth of Massachusetts Executive Office of Health and Human Services Department of Mental Health

Document Title: Request for Response for Medical Equipment Inspections, Inventory Services, and Repairs

COMMBUYS Bid Number: BD-24-1022-DMH02-8420A-99954

DMH RFR Number: 2025-DMH-3134-01

Date: March 15, 2024

Contact Name: Christine Clark

Address: 167 Lyman St., Westboro, MA 01581

Email: christinen.clark@mass.gov

Table of Contents

ATTACHMENTS (Included with the RFR)

EXHIBITS (Included in the Bid’s COMMBUYS File) Business Reference Form Commonwealth of Massachusetts - Standard Contract Form Contractor Authorized Signatory Listing DMH Standard Contract Requirements Electronic Funds Transfer Sign-Up Form False Claims Memorandum MA Form W-9 Request for Taxpayer Identification Number and Certification OSD Instructions for Vendors Responding to Bids via COMMBUYS OSD RFR - Required Specifications for Commodities and Services Program Response Form RFR Evaluation Tool Worksheet Standard Contract Form Instructions, Contractor Certifications and Commonwealth Terms and Conditions

SECTION 1 INTRODUCTION AND GENERAL DESCRIPTION

1.1 Issuing Entity/COMMBUYS Information

Issuing Entity: Department of Mental Health

RFR File Title: Medical Equipment Inspections, Inventory Services, and Repairs

COMMBUYS Bid Number#: BD-24-1022-DMH02-8420A-99954

DMH RFR Number: 2025-DMH-3134-01

This Bid has been released on COMMBUYS. COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.commbuys.com. For more information on COMMBUYS, see the OSD RFR - Required Specifications For Commodities and Services included as an exhibit in this Bid’s COMMBUYS file. In COMMBUYS, a “Bid” refers to the solicitation, Request for Response (RFR) or procurement.

Bidders may not alter (manually or electronically) the Bid language, or any Bid component files, except as directed in the RFR. Modifications to the body of the Bid, specifications, or terms and conditions which change the intent of this Bid are prohibited and may disqualify a Response.

Capitalized terms not otherwise defined herein shall have the meaning ascribed to them in Attachment A Definitions.

All attachments to this RFR are included with this RFR and all exhibits are included in the Bid’s COMMBUYS file. A list of all attachments and exhibits that were included when this RFR was issued is set forth at the end of the Table of Contents. The attachments and exhibits are incorporated into the RFR by this reference. Bidders should review the attachments and exhibits with care.

1.2 Procurement Scope and Description

The Commonwealth of Masschusetts Department of Mental Health (DMH) intends to award 3 contracts for medical equipment inspection, preventative maintenance, inventory services, and repair services as a result of this RFR. DMH expects that these services will be required on an ongoing basis per industry and regulatory standards.

One award will be made to the Central Mass Area for one (1) facility: Worcester Recovery Center and Hospital located at 309 Belmont Street, Worcester, MA. WRCH is a modern 320 bed Department of Mental Health (DMH) psychiatric facility opened in 2012. It encompasses 428,000 square feet, employs a workforce greater than 1,000 and is LEED gold certified. Our recovery and rehabilitation services are provided to adults (290 beds) and to children and adolescents (30 beds). More details about the contract to be awarded to the Central Mass Area and facility covered by the contract to be provided in Attachment B of the RFR.

A second award will be made to the Southeast Area for three (3) facilities: Corrigan Mental Health Center; Cape Cod & Islands Community Mental Health Center; Taunton State Hospital. More details about the contract to be awarded by the Southeast Area and its facilities are included in Attachment C of the RFR.

A third award will be made by the Central Office Area for one (1) facility: Recovery from Additions Program (RAP) located at Taunton State Hospital, which includes a women’s and men’s program. More details about the contract to be awarded by the Central Office Area and its facility are included in Attachment D of the RFR.

1.3 Anticipated Contracts to Be Awarded

Through this RFR, DMH intends to make three (3) contract awards, one for the Central Mass Area, one for the Southeast Area, and one for the Central Office Area.

1.3.1 The Massachusetts Standard Contract Form and the Commonwealth Terms and Conditions. The Contract will be executed using the Massachusetts Standard Contract Form. This form is included in the Bid’s COMMBUYS File. The Commonwealth Terms and Conditions (TC) will be applicable to the Contract. See the Standard Contract Form Instructions, Contractor Certification and Commonwealth Terms and Conditions, in the Bid’s COMMBUYS file, for more information about the applicable Terms and Conditions. Also, a link to the TC can be found in the Commonwealth of Massachusetts - Standard Contract Form.

To be awarded a contract, a Bidder must complete, sign and submit the following forms to DMH upon request:

· Contractor Authorized Signatory Listing

· Completed Authorization for Electronic Funds Payment

· Massachusetts Form W-9

· Executed Standard Contract Form (with the Commonwealth Terms and Condition, being checked as being applicable).

1.3.2 Contract Duration. The Contract to be awarded under this RFR is expected to have the following duration:

Anticipated Initial Duration

2 years

interest.

Total Maximum Contract Duration

1.3.3 Estimated Value of the Contract. The estimated Annual Maximum Obligation amount for the Contract is as follows:

Central Mass Area Fiscal Year Estimated Annual Maximum Obligation Amount.

Fiscal Year 2025 (First Fiscal Year) $24,000

Southeast Area Fiscal Year Estimated Annual Maximum Obligation Amount.

Fiscal Year 2025 (First Fiscal Year) $20,000

Central Office Area Fiscal Year Estimated Annual Maximum Obligation Amount.

Fiscal Year 2025 (First Fiscal Year) $12,000

1.4 Procurement Information

1.4.1 Applicable Procurement Law. This Bid is issued under the following law(s) and regulations: MGL c. 29, § 29B, st.1993 c.110, S.274 as amended; MGL c. 7, § 22; and 801 CMR 21.00.

1.4.2 Eligible Entities.

1.4.3 Acquisition Method.

__X__ Fee for Service ______ Other:

Federal funds |X| MAY be used to fund part/all of Contract(s)

Federal funds |_| WILL NOT be used to fund part/all of Contract(s)

1.4.4 Bid Amendments, Withdrawal, Cancellation. DMH may make amendments to the Bid. Bidders are responsible for checking COMMBUYS for changes to this Bid, and any Bid Q&A records related to this Bid. DMH accepts no responsibility and will not accommodate Bidders who submit a Response based on an out-of-date Bid or on information received from a source other than COMMBUYS.

This RFR does not commit DMH to award the Contract or to pay any costs incurred in the preparation of a Bidder’s Response. DMH, at its discretion, may accept or reject any and all Responses received; negotiate with any or all qualified Bidders; and cancel the RFR in part or in its entirety.

1.4.5 Ownership of Submitted Responses. All materials submitted by Bidders become the property of the Commonwealth and will not be returned. The Commonwealth may use any ideas, concepts, or configurations that are presented in any Bidder’s Response, whether the Response is selected for Contract award.

Responses stored on COMMBUYS in the encrypted lockbox are the file of record. Bidders retain access to a read-only copy of this submission via COMMBUYS, if their account is active. Bidders should also retain copies for their own files.

1.4.6 Bidders’ Communications and Request for Reasonable Accommodations or Interpreters. Bidders’ communications with DMH must be limited as set forth in this Subsection and the “Bidder Communication” section of the OSD RFR - Required Specifications for Commodities and Services.

Bidders experiencing technical problems accessing information or exhibits stored on COMMBUYS should email the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or call during normal business hours (8 a.m. – 5 p.m. Monday – Friday) at 1-888-627-8283 or 617-720-3197.

Bidders with disabilities or hardships that would like a reasonable accommodation regarding this RFR, must submit an email to the RFR contact person describing the Bidder’s need and the desired accommodation. Requests will be addressed on a case-by-case basis. DMH may reject unreasonable requests. Accommodations could include the receipt of RFR information in an alternative format or assistance at the Bidders’ Conference. If an interpreter is needed, an email request must be submitted to the RFR contact person. See the “Reasonable Accommodations” section of the OSD RFR - Required Specifications for Commodities and Services, for more information.

1.4.7 Certification of Independence of Response. In addition to the certifications found in the Commonwealth of Massachusetts Standard Contract Form, a Bidder, by submitting a Response, certifies that the Response has been arrived at independently and has been submitted without any communication, collaboration, or without any agreement, understanding or planned common course of action with, any other Bidder of the services described in the RFR.

SECTION 2 PROCUREMENT TIMETABLE

2.1 Procurement Calendar

Time: 5pm

Time: 5pm

End date with all renewals:

June 30, 2031

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and the Bid’s Header on COMMBUYS, the dates in COMMBUYS will prevail. Bidders are responsible for checking COMMBUYS for Procurement Calendar updates.

2.2 Written Questions via the COMMBUYS’ Bid Q&A

The “Bid Q&A” found on COMMBUYS provides potential Bidders with the opportunity to ask questions of DMH about the Bid and get responses. Questions must be submitted through the “Bid Q&A” in accordance with the instructions below and by the Due Date for Submission of Question set forth in Subsection 2.1. When posting questions, Bidders are asked to review all questions previously submitted to reduce redundancy.

Bidders are responsible for entering content suitable for public view, as all postings are accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. DMH may edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

Once the Q&A deadline has passed, DMH will post its answers on the Bid Q&A page per the Procurement Calendar in Subsection 2.1. Although, DMH may elect to post answers to certain questions early. DMH will also post the questions and answers in the Bid’s COMMBUYS file.

Locating Bid Q&A: To locate the Bid Q&A, Bidders must log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button gives Bidders access to the Bid Q&A page.

Note: Generally, any other communications with DMH about the Bid are prohibited. See the “Bidder Communication” Section of the OSD RFR - Required Specifications for Commodities and Services, included in the Bid’s COMMBUYS file, for more information.

2.3 COMMBUYS Registration

Each prospective Bidder and the Contractor must (a) maintain an active registration in COMMBUYS; (b) keep current the email addresses of their contact person and prospective contract manager, if awarded the Contract, and (c) monitor their email for communications from the DMH, or if applicable, other Purchasing Department(s), including requests for clarification. DMH and the Commonwealth assume no responsibility if a prospective Bidder’s or the Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder/Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Contractor and DMH to be lost or rejected by any means including email or spam filtering.

SECTION 3 DMH MISSION, VISION AND SERVICE PRINCIPLES

The Contractor is responsible for ensuring that the mission, values and service principles of DMH are adhered to in all Contract activities and by all staff members. DMH’s vision and mission statements and principles are as follows:

Vision

Mental health is an essential part of health care. The Massachusetts Department of Mental Health, as the State Mental Health Authority, promotes mental health through early intervention, treatment, education, policy, and regulation so that all residents of the Commonwealth may live full and productive lives.

Mission Statement

The Department of Mental Health, as the State Mental Health Authority, assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work, and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights, and supports mental health training and research. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities.

Commitment to Race, Equity, and Inclusion

DMH is committed to being an anti-racist and socially just organization where all people are treated fairly, receive resources equitably, and feel valued and safe. This requires continuous effort to create meaningful and long-lasting change. This includes examination of policies, practices, and our contributions on an individual level to inequity. Accomplishing this goal is necessary to achieve DMH’s mission of assuring access and provision of services and supports to meet the mental health needs of all individuals.

DMH Employment Collaborative Service providers are expected to share, demonstrate, and ensure this commitment to race, equity, and inclusion is being met in both the delivery of services and internal business practices.

A commitment to ensuring race, equity, and inclusion includes but is not limited to:

· addressing both the results and root causes of historical and systemic disparities

· providing physical and linguistic accessibility

· community outreach and engagement

· providing physically and emotionally welcoming, safe, and inclusive spaces

· fair representation, proactive consideration, and empowerment of historically marginalized communities

· continuous monitoring and evaluation of progress towards these goals

· transparent, accessible and ongoing communication with stakeholders

· swift and appropriate responses to harm caused by discriminatory and/or inequitable treatment.

SECTION 4 SERVICE COMPONENTS

4.1 Scope of Services

The Commonwealth of Massachusetts Department of Mental Health (DMH) is seeking a contractor to provide scheduled preventative maintenance, inspections, inventory services, and repair services of all medical equipment at each location for an all-inclusive fixed rate. The inventory is subject to change with the approval of the contract manager at each facility. A tour of each facility will be available to all bidders as requested. Please reach out to the facility contact person listed for Attachment L to schedule a walkthrough.

4.2 Requirements

4.2.1 Service Requirements

The contractor will furnish all parts, labor, materials, tools, and equipment necessary to inspect, provide preventative maintenance, inventory, and repair all medical equipment at each site.

· All services will be performed in accordance with recommendations of the equipment manufacturers in compliance with applicable codes and standards and usual and customary practice.

· Scheduled preventative maintenance will be driven by a risk assessment which will determine levels and frequencies appropriate for the equipment type.

· The successful bidder must be able to inspect and repair optometry equipment.

· The contractor must be able to troubleshoot and obtain parts for repairs.

· The contractor will be responsible for providing testing procedures.

· Preventative maintenance must include rigorous procedures and measures and should not just be a cursory look at the equipment with the eye.

· Filters and auxiliary batteries should be changed in the equipment. Testing should be conducted on the equipment to verify functionality.

· The facility will communicate to the contractor that certain pieces of equipment require more in-depth cleaning and more in-depth preventative maintenance. For example, WRCH may indicate to the vendor that the filters need to be changed out for an O2 Concentrator. See items on the attached inventory lists that are marked for more in-depth care.

· Semiannual / annual inventory and preventative maintenance must be scheduled at least 1 month in advance. Set date or set dates cannot be rescheduled.

· The contractor will provide an updated inventory of all medical equipment to the facility no later than June 1st of each year in order for comparison with what’s on site before the first preventative maintenance visit in the new fiscal year (July 1st – June 30th).

· The contractor will provide recommendations for updating and maintaining equipment.

· The contractor will provide recommendations for when to remove broken, damaged, or obsolete medical equipment.

· Contractor must be able to warrantee their work. If the contractor breaks or damages a piece of equipment beyond repair, the contractor must replace the item in relation to its current monetary value.

· Contractor will be available to repair all damaged and dysfunctional equipment within 24 hours of notification from the Hospital.

· The preferred contractor will be able to conduct ad hoc informal training and respond to questions about the medical equipment.

· For the RAP program at Taunton State Hospital, the contractor will loan comparable equipment at no cost while a piece of equipment is being repaired.

4.2.2 Additional Services

· Contractor will represent the facility in all accreditation evaluations if needed. Each location requires that the contractor keep all medical equipment, standards, and practices compliant with “The Joint Commission” (JCAHO) standard.

· RAP-Contractor will represent the Hospital in all accreditation evaluations if needed. RAP requires that the contractor keep all hospital equipment, standards and practices compliant with I/A/W NFPA Code 99 Health Care Facilities and JCAHO Electrical Safety Testing Requirements and Standards.

SECTION 5 SERVICE STANDARDS

The Contractor is responsible for meeting the service standards set forth in this Section 5.

5.1 Applicable Laws, Regulations, Policies and Procedures

The Contractor(s) must ensure that it, and applicable staff, complies at all times with all local, state and federal laws, regulations, policies and procedures as may be amended from time to time. This includes but is not limited to the policies and procedures of each location.

In addition, all staff must comply with DMH and COVID procedures including, but not limited to vaccination, testing and mask wearing requirements if applicable.

5.2 Data and Reporting Requirements

· The preferred contractor will be able to provide an electronic information management system accessible 24/7 by designated facility personnel that will keep an inventory of all medical equipment including asset numbers.

· The electronic information management system will be able to show a detailed history including dates of all preventative maintenance and repairs for each piece of equipment.

· The preferred contractor will offer a web request system to create and track work orders for repair oversight and billing and show exactly how much the contractor has billed the facility.

· System will be able to show billing and all financial summaries of repair parts and chargeable hours.

· The information management system will be able to provide management reports as needed to include summaries of equipment problems and failures, failure rates, and maintenance completion.

SECTION 6 BIDDER REQUIREMENTS

6.1 Experience and Business References.

A Bidder must have at least three (3) years of experience providing medical equipment inspections and services or similar services. A Bidder must have good business references.

6.2 Fiscal Requirements

Bidders must meet the requirements set forth in this Subsection when filing bids and if awarded the Contract.

6.2.1 Sound Fiscal Condition. Bidders and the Contractor must be of sound financial condition as determined by DMH. DMH may request financial information from a Bidder/Contractor at any time throughout the procurement duration, to determine if a Bidder or the Contractor meets this standard.

6.2.3 Debarment. Bidders and the Contractor must not be subject to a federal or state debarment order. DMH cannot award the Contract to a Bidder that is currently subject to a Massachusetts or federal debarment order.

6.2.4 Electronic Funds Transfer (EFT). The Contractor must participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments. For more information on EFT see the OSD RFR - Required Specifications for Commodities and Services included in the Bid’s RFR’s COMMBUYS file.

6.3 Liability Coverage

The Bidder that enters into the Contract with DMH must have and maintain at its own expense, during the term of its Contract, Liability Coverage. The coverage shall be written subject to limits no less than $1,000,000 per occurrence and $3,000,000 aggregate. If coverage is lost or reduced below the specified limits, DMH must be notified, and the Contract may be canceled by DMH.

At the time of entering into the Contract with DMH, the Bidder a provider must give DMH a certificate of Insurance certifying that the required insurance has been obtained. In addition, a certified copy of the policy must be provided on request.

6.4 Contract Forms.

The following forms must be signed and submitted at the time of Contract negotiations. THEY SHOULD NOT BE SUBMITTED WITH THE RESPONSE.

· Executed Commonwealth of Massachusetts Standard Contract Form, that indicates that the Commonwealth of Massachusetts Terms and Conditions are applicable.

· Executed MA Form W-9

· Contractor Authorized Signatory Listing.

· Authorization for Electronic Funds Payment.

6.5 Executive Order 515, Establishing an Environmental Purchasing Policy

Products and services purchased by state agencies must follow Executive Order 515, issued October 27, 2009. Under this Executive Order, DMH is 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. Questions concerning the Executive Order, or the appropriate specifications may be directed to OSD’s EPP Procurement Program, www.mass.gov/epp. The Order can be viewed at https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy.

SECTION 7 FISCAL SPECIFICATIONS

7.1 Cost Proposal

· Rates sheets for conducting annual and semiannual scheduled preventative maintenance inspections inclusive of travel, and replacement part consumables such as filters and batteries.

· Each piece of medical equipment for annual or semiannual inspection for preventative maintenance must be associated with a specific price for billing purposes. This document will be updated during the course of the contract as changes occur in the medical equipment inventory as needed. All changes are subject to prior DMH approval.

· Hourly all-inclusive rates for onsite visits for requested repairs exclusive of parts.

· Mark-up pricing for parts needed for repairs.

· An alternative pricing plan may be offered by bidders.

7.2 Invoicing

· Invoicing will be monthly with separate invoices per contract for inspection/preventative maintenance and repair work.

· Invoices for the Worcester Recovery Center and Hospital (WRCH) in the Central Mass Area and Taunton State Hospital in the Southeast Area are to be sent to the DMH business office: bbnhsinvoices@MassMail.State.MA.US

Accounts Payable Contact:

Lynette McGrann Department of Mental Health 167 Lyman Street Westborough, MA 01581

· Invoices for the Recovery from Addictions Program (RAP) at Taunton State Hospital are to be emailed to Central Office Accounting office: dmh_co_vendor_billing_and_contracts@massmail.state.ma.us

7.3 Small Business Purchasing Program (SBPP)

7.3.1 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.

7.3.2 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.

7.3.3 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.

7.3.4 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.

7.3.5 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.

SECTION 8 START DATE

The Contractor must be ready to implement the Contract as of the contract start date as specified in Subsection 2.1. This includes all programmatic, administrative and fiscal actions that must be completed.

SECTION 9 RESPONSE INSTRUCTIONS

9.1 Submission Format and Number of Permitted Quotes

9.1.1 On-Line Response. An online Response submission is required. All Bidders must submit their Response online using tools available only to sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www. COMMBUYS.com and click on the “register” link on the front page. The Bidder awarded the Contract under this RFR, if any, must maintain an active seller account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy. See the “COMMBUYS Registration” section in the exhibit OSD RFR - Required Specifications for Commodities for more information.

Electronic Signatures. Bids submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions on the bid on the “Terms and Conditions” tab of the Bid in COMMBUYS. By selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid, the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf and that s/he has read and assented to each document’s term.

9.1.2 Number of Responses. A Bidder may only submit one Response to this RFR. If more than one Response is filed, only the first one will be considered.

Preference will be given to the Bidder that submits a response for ALL Contracts.

9.2 Submission Deadline

To be considered for the Contract award, a Bidder’s electronic Response must be properly entered onto COMMBUYS by the date and time specified in Subsection 2.1.

Under limited exceptional circumstances that are beyond the control of the Bidders, e.g., COMMBUYS was not functioning; or some unforeseen “Act of God”, the DMH Director of Contracts has the authority to approve the acceptance of late Responses. It is anticipated that this will be a rare occurrence.

9.3 Response Requirements

A response must consist of the following 3 parts:

___ Supplier Diversity Response. The Supplier Diversity Plan Form and instructions are included in the Bid’s COMMBUYS File.

Note: The following forms must be signed and submitted at the time of Contract negotiations. They SHOULD NOT BE SUBMITTED WITH THE RESPONSE.

· Executed Commonwealth of Massachusetts Standard Contract Form with the Commonwealth Terms and Conditions being noted as being applicable

· Executed MA Form W-9

· Contractor Authorized Signatory Listing

· Authorization for Electronic Funds Payment

9.4 File Naming Conventions

Files submitted via COMMBUYS must follow the file naming convention specified below. The Description entered during the file upload process ensures each file is readily identified by Bidder’s name and content. The File Name assigned by the Bidder as stored on their computer or network must be structured such that each file can be processed by the upload tool. The upload tool will reject any file name that includes spaces or symbols, like the brackets [ ] some systems apply when files are downloaded from the Internet.

Response Requirement

Description Enter in COMMBUYS during upload File Name Assign when creating files The Contract Name refers to the Central Mass Area, Southeast Area, or the Central Office Area

9.5 Page Limits and Attachments

Prior to Bid Opening Date/Time Quotes may be withdrawn using the “Withdraw Quote” button offered under the Summary tab of a submitted Quote.

After Bid Opening Date/Time No Quote can be withdrawn after the Bid Opening Date/Time. If the Bidder wants to remove a Quote from consideration, contact DMH RFR Contact Person for guidance. The Minimum Quote Duration is set forth in Section 17 of the OSD RFR - Required Specifications for Commodities and Services included in the Bid’s COMMBUYS file.

SECTION 10 REVIEW AND SELECTION PROCESS

DMH will select the Bidder whose Response, in the aggregate, provides the best value to DMH and the Commonwealth.

10.1 Compliance with Submission and Qualification

DMH staff designated by the applicable DMH Management and Budget Office will first review each Response to determine if the Response satisfies the submission, format and content requirements set forth in Subsections 9.1 to 9.6 (Minimum Submission Review). Any Response that does not meet these requirements may be considered non-responsive and disqualified without further review. The Review Committee or the Awarding Authority may determine that the non-compliance is nonmaterial and can be readily corrected, or that an alternative proposed by the Bidder is acceptable. In such case, DMH can seek clarification or allow the Bidder to make minor corrections.

If a Bidder is disqualified pursuant to this Subsection 10.1, the Bidder will be notified of such in writing and of the reasons why. A Response that meets the requirements as set forth in this Subsection 10.1 will be considered an “Eligible Response.”

10.2 Review Process

10.2.1 Review Committee. DMH will create a Review Committee to review the Responses received this RFR. The Awarding Authority (see Subsection 10.3) for the Contract will appoint the members of the Review Committee. The Review Committee membership can consist of DMH personnel, DMH clients, DMH clients’ family members, and/or other non-DMH personnel.

10.2.2 Evaluation Criteria. The Review Committee will evaluate the Response packages in accordance with the process and criteria set forth in the RFR Evaluation Tool Worksheet located in the bid’s COMMBUYS file.

In addition to a Bidder’s Response, the Review Committee may consider any relevant information about the Bidder known to DMH. Any additional information that is considered will be noted by the Review Committee in the RFR Evaluation Tool Worksheet.

10.2.3 Preliminary Reviews. The Review Committee may ask other DMH staff to complete preliminary reviews for certain Response categories (e.g., the Supplier Diversity Program Plan Form, Cost Proposal, etc.). Such preliminary reviews shall be done consistently with all applicable Responses. The reviews shall be documented in writing and shall be included in the procurement file.

10.2.4 Oral Presentations. The Review Committee and the Awarding Authority may invite those Bidders whose Responses have been judged competitive and responsive to attend an oral presentation. At that time, the Bidders’ Responses may be discussed and clarified, but not changed in any way. DMH may elect to apply restrictions to the structure and content of the oral presentation, and to instruct the Bidders regarding attendees. Oral presentations will not be open to the public nor to any competitors. Failure of a Bidder to agree to a date and time for an oral presentation may result in rejection of the Bidder’s Response.

The Review Committee, at its discretion, may in lieu of, or in addition to, oral presentations request Bidders to submit written clarification of their Responses. The Review Committee will send written questions for clarification to the Bidders for the Bidders’ written Response. Clarifications are explanations of what has been stated in the Response and may not be used as an opportunity to submit supplemental information or change a Response unless the Review Committee specifically requests these submissions or changes as part of the clarification of all Responses.

10.3 Recommendation for Award

After the Review Committee completes its evaluation and ranks of all qualified Responses (and if applicable oral presentations), the Review Committee will make a recommendation for contract award to the Awarding Authority. The Awarding Authority for the Contract is:

Central Mass Area (CMA):

Michael Farrah Director of Field Operations

Southeast Area (SEA):

Eric Pilsmaker Director of Field Operations

Central Office Area (COA):

Elizabeth Welch Director of Contracts, Administration, Audit, and Systems

DMH, at its discretion, may change the Awarding Authority.

10.4 Selection and Contract Negotiations

Upon receipt of the Review Committee’s recommendation, the Awarding Authority will establish a prioritized list for contract negotiations of the Bidders’ Responses. The Awarding Authority will prioritize the Responses based on what the Awarding Authority determines demonstrates the best overall value to DMH. The Awarding Authority is not bound by the evaluations given to the Responses by the Review Committee; however, the Awarding Authority must review them and give them some consideration. The Awarding Authority will document within the procurement file the Awarding Authority’s prioritized list of Responses and, if the Awarding Authority does not follow the recommendations of the Review Committee, the reasons why also will be documented in the procurement file.

Contract negotiations will then commence with the Bidder rated highest by the Awarding Authority. Negotiations will occur prior to the decision to formally award the Contract. Negotiations will be limited to those matters specified in 801 CMR 21.07. DMH and the selected Bidder may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected Bidder’s Response which results in lower costs or a more cost effective or better value than was presented in the selected Bidder’s original Response. The identification of a selected Bidder does not create a contractual obligation on DMH or the Commonwealth until negotiations are successfully completed and the Contract is executed. For more information on contract negotiations, see OSD RFR - Required Specifications, “Best Value Selection and Negotiations”. If DMH is unable to satisfactorily negotiate the terms of the Contract with an initially selected Bidder in a reasonable period, DMH may disqualify that Bidder(s) and begin negotiations with the next appropriate Bidder on the Awarding Authority’s prioritized list.

10.5 Best and Final Offer

As part of the Selection Process described in Section 7, DMH reserves the right to extend a Best and Final Offer Opportunity to all or a selected number of Bidders. Bidders may be asked to submit additional information specific to program specifications and cost.

10.6 Rejection of Responses

THE Review Committee and/or the Awarding Authority may disqualify any Response that it deems unresponsive pursuant to 801 CMR 21.06 (10). A Response may be rejected as being unresponsive if:

· It receives two or more ratings of poor in any evaluation category as set forth in the RFR Evaluation Tool Worksheet; or

· DMH determines, in its discretion, that the Bidder has an interest that may conflict with the performance of services under the RFR.

See also Subsection 10.1.

10.7 Contract Award Decision and Award Notification

To award or not award the Contract is the decision of the Awarding Authority. All Bidders who submitted a Response to the RFR will be notified in writing of the contract award decision and notice will be provided on COMMBUYS.

Pursuant to 801 CMR 21.06(13), no Bidder shall hold any press conferences, or make news releases or announcements concerning its selection or non-selection for the Contract prior to DMH’s public release of said information, or prior to the written approval of DMH. Violation of this section may be considered grounds for disqualification.

10.8 Debriefing

Any non-selected Bidder may request a debriefing to understand the basis for the award decision and review all materials relevant to the review of the Bidder’s. The request must be in writing and received within fourteen (14) calendar days of the award notification being posted on COMMBUYS. All requests for a debriefing must be addressed to the Awarding Authority at the following address.

Department of Mental Health Attn: Christine Clark 167 Lyman Street Westborough, MA 01581

If a debriefing is properly requested, the Awarding Authority will schedule, based on the merits of the request, a debriefing within fourteen (14) calendar days of the date the request was received. If necessary, a brief extension shall be allowed by mutual agreement of DMH and the Bidder. At the debriefing, the Awarding Authority will review with the Bidder the evaluation of its Response.

SECTION 11 CONTRACT

11.1 Contract Contents

The Contract awarded under the RFR will, at a minimum, consist of the following:

· The RFR, including all attachments and Exhibits.

· Bidder’s Response to the RFR.

· Standard Contract form that incorporated the Commonwealth Terms and Conditions.

· Other terms and conditions which both parties (DMH and Contractor) agree upon. These terms and conditions must be in writing.

11.2 Contract Publicity

The Contractor is prohibited from selling or distributing any information collected or derived from the Contract, including Commonwealth employee names, telephone numbers or addresses, or any other information except as authorized by DMH.

11.3 Contractor’s Contact Information

The Contractor’s Contract Manager is responsible for keeping the Contractor’s contact Information current. If this information changes, the Contractor must notify the DMH Procurement Manager by email immediately, using the address located in the Header Information of the Purchase Order or Master Blanket Purchase Order on COMMBUYS.

The Commonwealth assumes no responsibility if the Contractor’s designated email address is not current, or, if technical problems, including those with the Contractor’s email system, cause e-mail communications between the Contractor and DMH to be lost or rejected by any means including email or spam filtering.

Medical Equipment Inspections, Inventory Services, and Repairs RFR

RFR # 2025-DMH-3134-01

ATTACHMENT A – DEFINITIONS

In addition to the definitions found in 801 CMR 21.00, which apply to all procurements for goods and services, the definitions found below apply to this Request for Response (RFR). Those definitions below designated with an asterisk (“*”) are quoted directly from 801 CMR 21.00 and are included below for quick reference purposes.

Area Director – The senior DMH administration official in a DMH Area responsible for the oversight of services and/or contracts within an Area.

Awarding Authority – The DMH official who decides if the Contract will be awarded and, if so, to what Bidder. The Awarding Authority has signatory authority for DMH.

Bid – A bid refers to the solicitation, RFR or procurement.

Bidder – An individual or organization proposing to enter into the Contract to provide a Commodity or Service, or both, to or for a Department or the State.

Competent Interpreter Services – Interpreter services performed by a person who is fluent in English and in the language of the non-English speaker, who is trained and proficient in the skill and ethics of interpreting and who is knowledgeable about the specialized terms and concepts that need to be interpreted for purposes of receiving care and treatment.

Contract – A legally enforceable agreement between a Contractor and DMH.

Contractor – An individual or organization which enters into a Contract with a Department or the State to provide Commodities or Services, or both.

Day – A calendar day including weekends and holidays.

Department – For the purposes of this Solicitation, the terms ‘Department’, ‘Eligible Entity’, ‘Agency’, ‘Commonwealth Agency’, and ‘Contracting Department’ include all entities listed in the Eligible Entities section of this RFR. COMMBUYS refers to such entities as ‘Organizations’.

DMH – The Massachusetts Department of Mental Health

Fiscal Year – The year beginning with July first and ending with the following June thirtieth as defined in MGL c. 4, §7. This may also be referred to as the "State Fiscal Year”.

FY – See Fiscal Year.

Limited English Proficiency (Persons with) – Individuals who do not speak or sign English as their primary language and who have a limited ability to read, speak, write, or understand English.

Procurement* – The acquisition of Commodities or Services, or both, which may be made through an outright purchase, license, lease-purchase, lease, rental, fee-for-service or other method approved by OSD or authorized by law.

Request for Response (RFR)* – The mechanism used to communicate Procurement specifications and to request Responses or interest from potential Bidders. An RFR may also be referred to as a “Solicitation”.

Response* – A proposal submitted by a Bidder to bid on a contract under a Request for Response (RFR). A Response shall include submissions commonly referred to as “bids”, “quotes”, or “proposals”.

Review Committee – The committee appointed by the Awarding Authority to review the proposals and to make a recommendation to the Awarding Authority as to the members’ preference for contract award.

Selected Bidder* – A Bidder that has been chosen to negotiate a Contract with a Procuring Department.

Supplier Diversity Program Plan (SDP Plan) – Specifies how the Contractor will utilize businesses certified by the Supplier Diversity Office image2.png image1.jpeg