RFR_OCME2016-003~1.pdf

The Commonwealth of Massachusetts Executive Office of Public Safety

Office of the Chief Medical Examiner 720 Albany Street, Boston MA 02118

REQUEST FOR RESPONSE (RFR)

RFR# OCME2016-003

For

CREMATION INVESTIGATION AND AUTHORIZATION

ISSUED: June 15, 2016

Contact Person:

Webb Sandquist, Finance Department Phone: 617-267-6767 ext. 2226 Fax: 617-266-6763 Email: web.sandquist@massmail.state.ma.us mailto:web.sandquist@massmail.state.ma.us

Cremation Examination & Authorization

Department Summary The Office of the Chief Medical Examiner (OCME) is responsible pursuant to G.L.

Chapter 38 with investigating the cause and manner of death of unexplained, violent or suspicious deaths. The Commonwealth relies upon OCME to investigate these deaths to ensure that homicides are detected and documented, that public health concerns are discovered and that families are provided with answers as to why their loved one passed away.

1. Description Or Purpose Of Procurement:

OCME is seeking bidders to apply for multiple cremation examination/authorization contract positions. Selected contractors will be responsible for reviewing death certificates and viewing/examining decedents whose bodies are intended for cremation.

Additionally, the contractors will be placed on a call list for response in the event of a mass fatality and will be required to respond to such an event. See attachment A:

“Scope of Services” for complete contract performance and business specifications.

2. Acquisition Method To Be Used For This Contract:

(Fee for Service - Rate Contract) The following rates are effective July 1, 2016.

$50.00 per cremation view $30.00 per hour for services required during a mass fatality incident

3. Single Or Multiple Contractors For Contract Performance:

Multiple Contractors

4. Use of Procurement By Single Or Multiple Departments:

Only the procuring department, OCME, may procure under this RFR.

5. Total Anticipated Duration Of Contract Including Renewal Options:

Contract Duration: Up to four (4) years, anticipated contract start date is July 1, 2016. No renewal options.

6. Total Anticipated Expenditures For Total Anticipated Duration of Contracts:

Estimated value of procurement is $1,600,000 over a four (4) year period.

This contract will not have a maximum obligation, and will be subject to the availability of State funds in each fiscal year. No federal funds will be used to fund any part of this contract.

7. Instructions For Submission Of Responses:

All responses must either be submitted through www.commbuys.com or in a sealed envelope marked with the RFR number and title on the face of the outer mailing envelope. Paper responses should be mailed or hand delivered to:

Webb Sandquist, Finance Department Office of the Chief Medical Examiner 720 Albany Street Boston, MA 02118

Initial Responses to this solicitation will be accepted after June 15th, 2016. Responses should not be emailed or faxed. Responses must be submitted through www.commbuys.com, mailed or hand delivered. The Office of the Chief Medical Examiner reserves the right to reject any or all responses, or to accept those responses which it determines to be in the best interest of the Department.

At a minimum a bidder’s response must include:

All the required attachment forms listed in Section 9 of this RFR.

A letter of interest which should include a reference to the RFR Title and number, an explanation of interest for obtaining current position and some detail of any past verifiable experience if any. The letter of interest should also state that the bidder has viewed and agrees to the applicable terms stated within the document titled: “Attachment A: Scope of Service” posted on www.commbuys.com

A copy of a current resume or curriculum vitae.

A copy of a current valid medical license or certification for a Medical Doctor (MD), Physician Assistant (PA), Nurse Practitioner (NP), Registered Nurse (RN) or Paramedic.

A copy of a current valid driver’s license.

8. Deadline For Responses:

This RFR is a rolling procurement which allows bidders to submit responses at any time during the solicitation process. Questions regarding this RFR may be mailed, emailed or faxed to Webb Sandquist at either 617-266-6763 (fax) or web.sandquist@massmail.state.ma.us (email). The questions and answers will be posted on the RFR bid page, at www.commbuys.com, for all potential bidders to view

9. RFR Attachments:

Bidders will be required to review, complete in ink, execute and return as part of their response the following documents which can be found in the attachments section of this solicitation at www.commbuys.com.

a. Standard Contract Form:

The successful bidder must complete in ink and return the standard contract form entitled OCME RFR 2016-003 Contract Form from the attachments section on www.commbuys.com. By completing the standard contract form, the bidder certifies under the pains and penalties of perjury that they have submitted a response to the Request for Response (RFR) issued by the OCME and that this response is the bidder’s offer as evidenced by the bidder’s authorized signatory, and that the bidder’s response and any negotiated terms shall be deemed accepted by the OCME as part http://www.commbuys.com/ http://www.commbuys.com/ http://www.commbuys.com/ mailto:web.sandquist@massmail.state.ma.us http://www.commbuys.com/ http://www.commbuys.com/ of the contract upon execution of the standard contract form by the OCME’s authorized signatory.

The bidder’s completion and submittal of the standard contract form with their response does not imply or obligate the OCME to enter into a contract with the bidder.

b. Terms and Conditions Form:

The successful bidder must complete in ink and return the Commonwealth Terms and Conditions Form. If the bidder has already executed and filed the Commonwealth Terms and Conditions, please indicate this in your response. The Commonwealth Terms and Conditions shall be incorporated by reference in to any contract for Commodities and Services executed pursuant to this RFR. A bidder is required to execute the Commonwealth Terms and Conditions Form only once.

c. Additional Required Attachment Forms

i. W-9 Form, if not previously filed with the Office of the State Comptroller

ii. Contractor Authorized Signature Verification Form

iii. Authorization for Electronic Funds Transfer

iv. OCME C.O.R.I. and Background Check Form

10. Evaluation Criteria All bidders’ responses will be evaluated by a Procurement Management Team (PMT) consisting of a committee of OCME employees familiar with the Scope of Services detailed in attachment A of this RFR. Those bidders deemed qualified candidates, upon review of their proposals will be requested to interview with the PMT. All bidders selected to interview will be evaluated using the following criteria.

Qualifications – 40 points Points will be awarded for educations, experience and professional requirements listed in attachment A “Scope of Services”.

Overall Quality of Submitted Response – 20 points Points will be awarded based upon the comprehensiveness of proposal submitted. 20 points will be awarded to all proposals that include all of the required items requested in section 8 of this RFR.

Interview – 40 points Points will be awarded based upon interview with PMT and pre-selected questions relative to the position and candidate’s experience, work history and willingness to adhere to assigned schedule.