RFR MAIL AND PRINT SHOP EQUIPMENT.docx

MAILROOM/PRINT SHOP EQUIPMENT

RFR # EOLWD 2020

COMMBUYS #-1 Bid BD-20-1043-1043C-1043L-4437543-DAO01-85380-00000000726RQ-14-1043-DAO01-85380-00000000726RQ-14-1043-DAO01-85380-00000000726

EXECUTIVE OFFICE OF LABOR AND WORKFORCE DEVELOPMENT

19 Staniford Street, BOSTON, MA 02114

Request for Response Number EOLWD 2020 1 Request for Response Title MAILROOM/PRINT SHOP EQUIPMENT COMMBUYS Bid Number Bid

14-1043-Dao01-85380-00000000205

1. Purpose of Procurement: The Massachusetts Executive Office of Labor and Workforce Development, is seeking proposals from qualified vendors to provide print/mailroom equipment.

2. Applicable Procurement Law: MGL C 7, § 22; C. 30, § 51, § 52; 801 CMR 21:00.

3. Acquisition Method: Rate Based

4. A Single/Multiple Provider are Required for this Contract

5. Entities Eligible to use the Resulting Contract: Restricted to Use by Issuing Entity Only.

6. Contract Duration: This is a one (1) year contract with Two (2) options to renew, not to exceed one (1) year, each option.

Amendment Criteria: If additional, upgraded or revised services are required by the Agency, the contract may be amended at pricing agreed to by both parties. The Amendment will be subject to funding availability, contract negotiation and the Contractor’s performance.

Anticipated Funding for Expected Duration: As proposed, this is a Rate based contract. All services must be offered at a reasonable cost which cannot exceed the funding levels established by the Agency.

The PMT reserves the right to reject any and all responses, or to accept any and all responses, in whole or in part, if deemed in the best interest of the Agency

7. Compensation: The Bidder must state the proposed fees in Attachment G, Cost Sheet.

The Bidder’s Cost Sheet must be all inclusive reflecting all possible business operational costs, such as but not limited to, installation, delivery, freight, Standard 12-month warranty. The Bidder will not be allowed any cost not listed on the Cost Sheet.

8. Business Specifications: The selected bidder is asked to provide a quote for one or more of the following pieces of equipment:

1. PlateWriter 3600 Pro – including, start-up kit, Finisher Gun, iPlate Cleaner 1ltr, iCtP Delection Pen Broad, iCtP Delection Pen Fine, TrapPro, G&J iPlates Straight Edge.

1. Duplo’s System 600i – including DSC-10/60i Vacuum fed ten bin collator, PC Controller Software (customer supplies Windows 7/8 computer), Duplo Touchscreen computer with PC Arm mount, LUL/HM Hand marry station with reject tray, DBM-600 Auto. setting stitcher/folder with long stacker and batch kicker, DBM-600T Auto. setting trimmer, DBM-600 Extended delivery with batch kicker

1. Champion Paper Cutter – please provide a quote for models 305 & 370

1. Koilmatic Automatic Tabletop Coil Inserter

1. Docpunch Plus

10. EVALUATION CRITERIA: Responses will be evaluated and scored according to best value principles and the criteria found in the Evaluation Criteria below. Reviewers will be instructed to consider reductions to proposals which are inconsistent, unclear, and/or do not respond fully to the requests made in the RFR.

· Cost

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.

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.

Bid Amendments 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.

Estimated Procurement Calendar

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

The following attachment is also required for submission and is found in the body of this RFR. This form is not found on COMMBUYS.

Attachment G Cost Sheet

(Original by mail upon notice of award)

(Original by mail upon notice of award)

(Original by mail upon notice of award)

(Original by mail upon notice of award)

(Original by mail upon notice of award)

Commonwealth Terms and Conditions: All Bidders must complete, execute and return the Commonwealth Terms and Conditions “as is”. Any changes to the terms are not acceptable. The Commonwealth Terms and Conditions shall be incorporated by reference into any Contract for Commodities and/or Services executed pursuant to this RFR. The information must match the information contained on the Request for Verification of Taxation Reporting Information (Massachusetts Substitute W9 Format) Form. The Bidder must write in, not type, the date on this form.

Request for Taxpayer Information Number and Certification (Massachusetts Substitute W-9 Form): The Massachusetts Substitute W-9 Form must be completed and submitted by the Bidder.

Commonwealth of Massachusetts Standard Contract Form: This form must be executed and returned as part of the Bidder’s RFR Response. By executing the Commonwealth of Massachusetts Standard Contract Form, the Bidder certifies, under the pains and penalties of perjury, that it has submitted a Response to an RFR issued by the Agency and that this Response is the Bidder’s offer as evidenced by the signature execution by the Bidder’s authorized signatory, that the Bidder’s Response may be subject to negotiation by the Agency, and that the terms of the RFR, the Bidder’s Response and any negotiated terms shall be deemed accepted by the Agency and included as part of the Contract upon execution of the Commonwealth of Massachusetts Standard Contract Form by the Agency authorized signatory. By signing this form, the Contractor agrees to comply with all applicable Massachusetts and federal laws and regulations and to perform the Contract in accordance with the Commonwealth Terms and Conditions. The Bidder must write in hand, not type or use printer, the date on this form.

Contractor Authorized Signatory Listing: This form must be completed, executed and returned as part of the Bidder’s RFR Response. The completed form, executed by the President, CEO, Chief Financial Officer, Corporate Clerk or Legal Counsel for the Bidder, provides a certified listing of those individuals who are authorized to sign contracts and other legally binding documents related to the contract on the Bidder’s behalf.

Contractor Authorized Signature Verification Form: This form must be completed, executed and returned as part of the Bidder’s RFR Response. The completed form will provide assurance of Bidder/Contractor Signatory Authorization to execute contracts on behalf of Bidder/Contractor.

Commonwealth of Massachusetts Electronic Funds Transfer Sign Up (EFT): Bidder must complete and return this form. All Bidders responding to this RFR must agree to participate in the Agency’s Electronic Invoicing Program to receive payments for services rendered. This program is a benefit to both contractors and the Agency because it eliminates postal and mailing expenses; it’s a more efficient use of technology and resources; turn-around for questions and issues is faster, and the response to invoicing requirements is quicker, resulting in speedier receipt of payments and paper reduction. The method used for electronic invoicing is via e-mail. Instructions on how to enroll in the program will be provided upon contract award

PDF copies of these forms must be submitted electronically as part of the Quote. Upon notice of award, originals must be sent by mail to:

Executive Office of Labor and Workforce Development 19 Staniford Street Boston, MA 02114 Attention: Contracts Department, 5th Floor

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

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.

13. Other RFR References Appendix A: Required Specifications [http://www.mass.gov/anf/budget-taxes-and-procurement/oversight-agencies/osd/osd-forms.html]

Appendix B: Electronic Quote Submission Instructions [http://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx]

14. SMALL BUSINESS PURCHASING PROGRAM

This is a small procurement targeted to businesses participating in the Commonwealth’s Small Business Purchasing Program (“SBPP”). The Department intends to evaluate bid responses from and to award a contract to a SBPP-participating business(es) who submit a bid that meets or exceeds the solicitation criteria. Subcontracting in these types of procurements is limited to no more than 20% of the value of the contract, unless it is with another SBPP registered participant. To determine eligibility and to participate in the SBPP, please review the requirements and general program information at www.mass.gov/sbpp.

15. 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.

Bidder Name: Attachment G

Cost Sheet

Bidder must state its proposed fees for the services described in this RFR. The Bidder’s Cost Sheet must be all inclusive, reflecting all possible operational costs such as but not limited to; receiving, handling, transportation, faxing, photocopying, daily or monthly reports. The Bidder will not be allowed to charge for any cost unless it is listed on a cost sheet.

Updated: August 5, 2019 image1.png