RFR Fishing Boats -Final 3.9.2023.docx

REQUEST FOR RESPONSE

Fishing Area Boats RFR # DCR 906 / COMMBUYS Bid# ___TBD___

ISSUE DATE: March 13, 2023

1. Description or Purpose of Procurement:

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

The Department has an aged fleet of approximately 60 fishing boats that are used as rental boats at our boat launch areas. The boats need to be replaced and DCR wishes to replace the fleet over a five-year period. The final number of actual boats purchased may be more or less depending upon financial constraints and product availability.

DCR wishes to replace up to twenty (20) boats within the first year of the contract to be received no later than June 30, 2024. DCR wishes to purchase up to ten (10) boats each of the following consecutive fiscal years for the duration of the five-year contract.

Applicable Procurement Law

Executive Branch Goods and Services

2. Acquisition Method:

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

Check One (“X”):

a. Estimated Number of Awards Multiple vendors will be selected for inclusion on a Qualified Contractors List that may be utilized by the authorized Department. The target maximum number of Vendors is 3; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so. The Department makes no guarantee that boats will be purchased from a particular vendor on the Qualified Contractors List.

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 Solicitation but were not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

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

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

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

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

· Public hospitals owned by the Commonwealth.

· Public institutions of higher education.

· Public purchasing cooperatives.

· Non-profit, UFR-certified organizations that are doing business with the Commonwealth.

· Other states and territories with prior approval by the State Purchasing Agent; and

· Other entities when designated in writing by the State Purchasing Agent.

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

4. Entities Eligible to Use the Resulting Contract

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

Initial Duration

3 Years

Total Maximum Contract Duration

5 Years

6. Anticipated Expenditures, Funding or Compensation:

The estimated value of purchase(s) resulting from this Bid is $150,000. Anticipated expenditures are based on the quantity and estimated costs of the boats to be replaced. Actual number of boats purchased may change based on funding constraints, availability, and changes in the environment.

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

The Department will annually seek quotes for the year’s order of fishing boats. The Qualified Contractors List will be contacted by the Department and informed of any special considerations or instructions for the order.

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

The vendor whose specific bid offers the best value to the Department will be selected for that specific order. The Department’s determination of best value may include, but is not limited to, consideration of the specific bids regarding overall cost, response time, specifications of boats offered for purchase, the Department’s determination of a vendor’s suitability to a specific order, and the Department’s prior experience with vendors. The Department reserves the right to reject any bids that do not meet the best value of the Commonwealth.

Estimated Value of Procurement: $150,000.00

7. Contract Performance and Business Specifications:

Commodities being Procured:

Awarded vendors will supply fishing boats meeting the following specifications:

· 14' Aluminum V hull utility boat

· 15" Transom

· 4 Person capacity

· Deep hull – minimum of 24"

· Welded or riveted hull

Fiscal Terms:

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

Payment: All payments shall be made in accordance with the Commonwealth’s Bill Paying Policy. Payment days will be measured from the date goods are received and accepted / performance was completed OR the date an invoice is received by the Commonwealth, whichever is later, to the date the payment is issued as an EFT (preferred method) or mailed by the State Treasurer. The date of payment “issue” is the date a payment is considered “paid” not the date a payment is “received” by a Contractor.

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

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

Delivery Terms:

Delivery from the vendor to the Department is FOB Destination. The vendor is to be responsible for physical custody of the boats from the time it is delivered by the distributor until it is ultimately signed for by the Purchasing Entity.

All orders shall specify for delivery or pickup. Quotes shall identify the pickup and delivered costs.

If the boats are requested to be delivered, the Vendor is responsible for the delivery and off-loading of assets and all shipping charges that may be incurred. Discrepancies between the purchase order, the quote, or any other documentation pertaining to the order must be remedied by the Vendor. No additional fuel, freight, or shipping charges will be honored.

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

9. Environmentally Preferable Products Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are considered to be products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

10. Evaluation Criteria Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes. Bidder scores will be used to rank Bidders and will determine which Bidders will proceed to subsequent stages of the evaluation and/or enter into negotiations with the Commonwealth to receive a Contract award.

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

· Ability to provide fishing boats that meet the specifications as outlined in this RFR

· Availability of Prompt Pay Discounts (PPD)

· Pricing

· References

· Company Experience

· Warranty

· SBPP Eligibility

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

11. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

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

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

12. Estimated Procurement Calendar

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.

13. Required Forms Responses to this RFR must contain the following documents

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

14. 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

Updated: October 20, 2020