RFR139043PAGERSCommPass~1.doc

REQUEST FOR RESPONSE

13-9043-PAGERS

Paging Devices and Services

The Commonwealth of Massachusetts Department of Correction

Administrative Services – Concord Office

Request for Response

13-9043-PAGERS

Don Staffiere, Deputy Director Procurement Team Leader

The Commonwealth of Massachusetts

Administrative Services – Concord Office

P.O. Box 9125

Concord, MA 01742-9125

978-405-6600 (tel)

978-405-6659 (fax)

This is a Request for Response (RFR).

Please review this RFR document and its attachments and note the following procurement calendar. These dates are subject to change.

Any amendments to this RFR will be published on Comm-Pass (www.Comm-Pass.com) and it is the responsibility of the bidder to become aware of any changes, modifications or updates.

We look forward to your participation in this procurement.

Procuring Department:

Procuring Unit:

Administrative Services– Concord Office Mailing Address:

965 Elm Street, Bldg. #26, Concord, MA 01742 Procurement Team Leader:

Don Staffiere, Deputy Director Telephone Number:

978 405-6600 Fax Number:

978 405-6659 E-Mail:

DRStaffiere@state.ma.us RFR File Name/Title:

Paging Devices and Services RFR File Number:

13-9043-PAGERS

Facility On-Site Project Manager:

The awarded contractors will be given a list of contact names and telephone numbers upon request Procurement Category:

Information Technology: Related Services and

Supplies

1. Brief Description/Purpose Of Procurement and Location(s):

The intent of this RFR is to result in a contract with a contractor(s) that is a Full Service Provider that can provide statewide coverage for MA Department of Correction users (carrying only one pager device) and comply with all other performance characteristics and specifications set forth in this RFR.

Location(s): Any and all sites within the Massachusetts Department of Correction.

2. Acquisition Method:

Fee for Service Outright Purchase

3. Whether Single Or Multiple Contractors Are Required for Contract:

It is intended that Multiple Contractors be awarded this contract. This procurement is Rolling Enrollment which means that throughout the life of the contract, the PTL/PMT, at its discretion may add new contractors.

4. Whether Single Or Multiple Departments Will Be Able To Use:

This RFR is being procured as a “Single Department Procurement/Multiple Department User Contract”.

Any and all sites of the Massachusetts Department of Correction are covered under this contract. Although it is highly encouraged and desired that a bidder submit a response for Regions in their entirety, a bidder will not be disqualified if they only bid on one or some or split-regions. Although the executed Massachusetts Standard Contract Form on file with the procuring department covers any facility, site or fiscal unit of the Massachusetts Department of Correction, we reserve the right to request that the contractor(s) execute individual contracts if seen necessary.

In addition, it also allows other Commonwealth of Massachusetts Departments/Divisions to piggy-back this contract. The PTL of this contract reserves the right to receive, review and approve requests from other Massachusetts Departments/Divisions to "piggy-back" this contract. If approved, the PTL will allow that Department's encumbrance on the MMARS MA (when applicable). The Departments/Divisions who are approved to "piggy-back" must negotiate with the contractor, sign and maintain separate contract documents. Please note that the contractors are not obligated to negotiate any contract with any other requesting Department.

Other Departments, divisions or Commonwealth agencies who wish to use this contract must submit their request in writing to the Procurement Team Leader (PTL) via Email or by faxing it to 978-405-6659. If the PTL approves the request, the requesting department will be added to the Master Agreement on MMARS (when applicable).

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

Initial Duration:

Up to two (2) years Renewal Options:

Three options to renew, each option is for up to two (2) years Contractor performance will be a consideration in determining whether to extend/renew their contract.

Anticipated Start Date: 07/01/2012

6. Anticipated Expenditures, Funding Or Compensation:

The Commonwealth makes no guarantee that any Commodity or Service will be purchased from any Contract resulting from this RFR. Any estimates or past procurement volumes are only for the convenience of the bidders, and are not to be relied upon as any indication of future purchase levels.

This will be a rate contract, and will be utilized on an as needed, as requested basis for both fees for service and for outright purchases.

Federal Funds may be used to fund parts of this Contract.

7. Business Specifications:

The Commonwealth makes no guarantee that any Commodity or Service will be purchased from any Contract resulting from this RFR.

The intent of this RFR is to result in a contract with a contractor(s) that is a Full Service Provider that can provide statewide coverage for MA Department of Correction users (carrying only one pager device) and comply with all other performance characteristics and specifications set forth in this RFR. (Note: This may include standards for internet message service support and other value-added services). In order for the MA Department of Correction users to obtain statewide coverage, it may be necessary for bidders to subcontract for services from local vendors to meet the Department’s requirements. Subcontracting for services will be the Contractor’s responsibility and may be subject to the approval of the PMT.

7.1 GENERAL BIDDER ELIGIBILITY REQUIREMENTS

Bidders responding to this solicitation must meet the following requirements:

Proposals will only be accepted from established Paging Services Providers. Paging Service Providers are companies that operate under Federal Communications Commission (FCC) regulations governing Public Mobile Services and are authorized to sell and/or lease pager devices and services programmed to receive messages on FCC licensed network(s).

The Bidder must have been in business maintaining an organization capable of providing the type of devices and services covered in the category bid for at least the past three (3) years. In the case of companies formed fewer than three years ago via merger, acquisition or some other means, the PMT may consider the company’s experience prior to the merger or acquisition.

It is required that the Bidder designate a specific individual or group of individuals to support and maintain the Bidder’s product line, both devices and services for the Commonwealth’s individual purchasing entities. It is desirable that this individual / group of individuals be located within the Commonwealth of Massachusetts.

Bidder must own and operate transmitter equipment which will allow sufficient coverage statewide in order to qualify as a Full Service Provider. Bidder may utilize subcontracting relationships for the operation of transmitter equipment to fulfill required statewide coverage. Bidder must provide subcontractor information for each relationship and, additionally, describe any factors that may potentially affect the availability of this equipment to the Bidder during the term of this contract.

7.2 ELIGIBLE EQUIPMENT AND SERVICES REQUIREMENTS

Bidders must comply with the following mandatory requirements:

> Pagers are to be programmed and ready to operate upon delivery

> Pagers will be programmed with no datacast

> All Pager devices must be standalone devices and not integrated with any other wireless device

> Pager numbers must have been deactivated for a minimum of 90 days

> Replacement spares shall be provided at a minimum of 5% of the quantity in use (unless mutually agreed upon with the Eligible Entity that less spares are needed)

> No activation, deactivation or termination fees

> No “porting” fees associated with Local Number Portability conversion process to or from new or old service

> All original issue pagers must be equipped with new batteries

> The antenna for the pager shall be housed in the body of the pager

> All pagers issued under this contract shall be UL listed > Bidders must guarantee paging devices offered are the latest models of regular stock product.

All pagers will be delivered fully operational and ready to operate upon delivery with required battery(ies). Replacement batteries will be the responsibility of the Department of Correction.

· One-Way Numeric Messaging Device - Any one-way numeric messaging device offered must meet or exceed the following:

· One-Way Alphanumeric Messaging Device - Any one-way alphanumeric messaging device offered must meet or exceed the following:

· Two-Way Alphanumeric Messaging Device - Any one-way alphanumeric messaging device offered must meet or exceed the following:

7.3 PRICING

Bidders must enter pricing using the Cost Tables which are available as Attachment B at the end of this RFR. All prices will remain fixed for two years following the award date of the contract. At any point in time awarded Contractors can lower rates/pricing. Price increases, if any, shall be negotiated at the time of contract renewals and shall not be greater than the Contractor’s best published rate prices in effect at that time.

All procurements made from the resulting contract of this RFR are local, state, and/or federal TAX EXEMPT. Exceptions to this tax exemption include procurements made by Independent Contractors and Contract Employees contracted by Commonwealth departments that qualify as Disabled (ADA).

Fees and Surcharges: Prices quoted shall include all fees, surcharges, or other expenses, including any FCC surcharge(s) and fee(s). Bidder must detail each charge used to comprise the basic monthly service rate. Bidders are reminded that should the FCC or other governing entity mandate additional or adjust surcharges, taxes, etc.; the Contractor must follow the guidelines under Contract Changes/Update Schedule of this RFR. No fees, surcharges or adjustments may be charged without the prior approval of the PMT.

To request any fee changes during the life of the Contract, proof of fee changes must be submitted by the Contractor to the Contract Manager.

7.3.1 Group Paging: Each Bidder must supply pricing for Group Paging in the space provided in Attachment B, Cost Table.

7.3.2 Call Allowance: Bidders must provide the number of page/message limit included in the basic service plan. The number of characters for each page/message must be identified for each device offered as well in order for the PMT and the user to easily identify how many pages/messages are included with their monthly plan and when overcharges are applicable.

7.3.3 Overcalls: Bidders must identify Overcall Block rate by the paging device offered on Attachment B, Cost Table.

7.3.4 Message Assurance: Bidders are to provide some method for customers to retrieve missed messages due to garbled or noisy reception, etc. via either verbal and/or written verification on alphanumeric pagers. Unlimited verbal message assurance call or equivalent must be provided in each month free of charge for all users of alphanumeric pagers. If Bidder offers enhanced Message Assurance or Retransmission methods, pricing must be included on Attachment B, Cost Table.

7.3.5 Voice Mail Services: Enhanced options must be described in terms of message length, quantity and retention.

7.3.6 Dispatch Service: Each Bidder must provide dispatching service for alphanumeric pagers. This service must be included with the basic service rate. In the event that an agency provides its own dispatch service, a deduction is to be taken from the contracted alphanumeric pager cost must be given. This must be entered in the space provided in Attachment B, Cost Table.

Any alphanumeric messaging software available from the Bidder must be included with the cost on Attachment B, Cost Table with the unit pricing and include all details with accompanying specifications for products.

Maintenance: Maintenance or replacement service for paging devices must be available 24 hours a day. Monday through Friday, and from approximately 10 AM to 7 PM on holidays and weekends, for a minimum of a nine-hour period. The cost of maintenance is to be included in all basic monthly service plans. Bidders that offer enhanced maintenance or replacement service for paging services 24/7/365 may be given additional points. Bidder must provide description of these services.

Customer Owned Maintenance: Maintenance must be offered for Customer owned pagers. Bidders must bid a cost per month for this option. Bidders must offer an exchange service for Customer-owned pagers. Pagers must be repaired or replaced within 48 hours by the account representative or via overnight mail at the Contractor’s expense.

7.3.7 Loss, Theft and Damage (LTD): Bidders’ must include a plan for Loss, Theft and Damage coverage for paging devices in their response. Bidders must also offer coverage for Customer owned pagers, offering a cost per month for this option.

7.3.8 Equipment Options

The following are desirable specifications which may also earn the Bidder’s proposal additional evaluation points:

Turn on/off ringer

Choice of tones

Zoom features

Different tones for various groups (PIN)

Device trade-ins accepted for upgrades

Commonwealth of MA specific website for on-line ordering/payment, on-line account management

Other value-added features not listed

Response Required: Enter pricing using the RFR Attachment B, Cost Table for each paging device offered. With the exception of outright purchase pricing, rates shall be quoted as a flat monthly fee for the paging device and service.

7.4 GEOGRAPHICAL COVERAGE

7.4.1 Bidders must be able to provide Statewide Coverage (see description under Coverage Areas, RFR Section 4.4.3) for the Commonwealth of MA users with the use of one paging device being carried and Bidder’s guarantee that 96% of all pages transmitted will be received by the handheld device. As part of their proposal, Bidder must describe, in detail, the methodology used to determine this guarantee. Bidder must also provide detailed cost information as appropriate on separate Attachment B, Cost Tables.

7.4.2 Coverage Areas are:

Local Coverage is described as service covering a metropolitan area within the Commonwealth of MA.

Extended Coverage is described as coverage within the general coverage area which can be extended on the same frequency, into another coverage area, giving the customer additional coverage capabilities at no additional cost.

Statewide Coverage is described as paging service coverage to the majority of the twelve (12) counties within the Commonwealth of MA. Commonwealth of Ma counties include: Berkshire, Franklin, Hampshire, Hampden, Worcester County, Middlesex, Essex, Suffolk, Norfolk, Bristol, Plymouth, Dukes, Barnstable and Nantucket Counties. Full Service Coverage will include all the metropolitan areas of each county as well as outlying area of the metropolitan areas of the county to achieve 80% coverage in the particular county.

Regional Coverage is described as service covering the major population centers within the Northeast region of the United States including, but not limited to the New England states.

Nationwide Coverage is described as service covering all 50 states within the United States and also includes Puerto Rico, the Bahamas, Virgin Islands, and Canada.

Worldwide Coverage is described as service covering the Continental United States and a minimum of 80% of all global countries.

7.5 SERVICE REQUIREMENTS

7.5.1 Pager Access Requirements

> Service shall include all airtime

> Paging devices

> Unique telephone number for each paging device

> Telephone numbers provided to access the paging system interface with the telephone network (or paging terminal) within a particular geographic area shall be a local call.

> If the area spans more than one area code, the bidder must provide a service equivalent of a local call.

> Basic voice mail system, capable of recording and storing a minimum of ten (10) 30-second messages for a 24-hour period

> Service must be available 24 hours a day, 7 days a week, and 365 days a year.

7.5.2 Toll-Free Number: It is desirable that all pagers access be via a toll free number at no cost to the Commonwealth.

7.5.3 Customer Service Phone Number – 7/24/365 Access: Successful bidder(s) must provide a phone number for normal business hours and after hours to report any pager problem and/or for activation of pagers from inventory. This customer service phone number must be available 24 hours a day, 7 days a week, 365 days a year.

7.6 EMERGENCY CALL OUT LIST

Successful Bidder must maintain a list of contact names to notify by telephone when paging becomes inoperative for any period in any area within the Commonwealth. This list shall contain names from only those eligible entities that request it or those that due to their role, require it. Contract users are to notify the Contractor of a contact name(s) and phone number(s) to be on this list. Contract users are responsible to notify the Contractor of contact names and phone number changes.

7.7 RADIO FREQUENCY (RF)

The Bidder must indicate on the Attachment B, Cost Tables the type of RF employed by the paging devices that are offered, in accordance with the following codes:

VHF (LB) – Very High Frequency – Low Band

VHF (HB) – Very High Frequency – High Band

UHF – Ultra High Frequency Band

900 MHz – 900 MHz Band

Response Required: Enter RF employed on the separate RFR Attachment B, Cost Table for each paging device offered.

7.8 THROUGHPUT TIME

Bidder must specify the length of time it will take for a message, once entered into the system, to be transmitted to the pager during the paging system’s busiest hour and a description of the methodology used to derive that time interval. Delays due to excessive throughput times must not be greater than three (3) minutes during the system’s busiest periods. Throughput times submitted shall be maintained for the life of the contract and will be used as a measure in a Contractors performance.

7.9 DELIVERY TIMEFRAME

New or replacement pagers or accessories must be received no later than one business day following the request made before 3:00 pm at no additional cost to the customer. No delivery or freight charges are permitted under this contract.

Notice: Changes and adjustments/amendments to the contract may occur during performance if seen necessary by the department and only as approved by the PTL of this contract.

Contract Expansion: The department reserves the right to include, amend or negotiate any additional commodities or services to this existing contract in which the successful bidders offer, when necessary, and only as approved by the PTL of this contract, without having to conduct a separate competitive procurement.

7a. Contract Performance:

PTL:

The “PTL” (Procurement Team Leader) is the Commonwealth employee who is responsible for the overall performance and accountability of this contract.

PMT:

Procurement Management Team – A select number of Department of Correction employees involved in this procurement from start to finish. They (along with the PTL):

> Develop the scope and requirements of the RFR along with performance measurements.

> Determine the bidder requirements

> Arrange and manage the site visits

> Manage the contract

> Offer recommendations to the PTL to result in a better valued contract to the Commonwealth.

> Responsible for on-going performance evaluations of the contractors which they use Contract Manager:

A Commonwealth employee assigned by the PTL who will be responsible to manage the contract performance. This individual will be responsible for directly communicating any concerns to the account manager. In addition, the contract manager will be responsible for on-going performance evaluations in accordance with the measures listed below. Any concerns or un-addressed issues will be brought directly to the attention of the PTL for resolution.

Account Manager:

It will be required that the contractor assign a single point of contact, but it will be acceptable for an account manager to be assigned by region, when applicable. An account manager is an assigned contractor employee who will manage this contract. This individual will be the main contact person for all issues of this contract; including, but not limited to, service schedules, repairs, deliveries, reports/data, and invoicing. The contractor must submit written notification to the PTL at least 30 days in advance of any change of their account manager(s).

Contractors will be measured and evaluated based on the following performance criteria; to include, but not limited to:

Product quality and/or

Service quality Results of user department surveys or other department verbal or written comments to the PTL

The contractor’s account manager is encouraged to write periodic memoranda to the PTL to also document the contract’s performance.

It is highly encouraged that all DOC facilities, sites and fiscal units using this contract direct any written comments, at any time during this contract, to the PTL of this contract. Without comments, it will be assumed that the contractor is meeting all requirements and obligations.

Performance evaluations will be a part of this contract. The department may evaluate the contractor’s performance at any time. Poor performance evaluations may result in immediate termination of the contract. In said case of termination, the right is reserved to offer the remaining duration of this contract (including renewals) to an original bidder who was not chosen. Said contractor would be under the same obligations and requirements of this contract at either their original bid rate or a negotiated rate approved by the PTL. Poor performance may also be a concern and consideration when evaluating the renewal extension options.

8. Procurement Calendar:

Is the Bidder’s Intent Form required to be submitted?

No Is the Background Information Request and Waiver Form required?

No Purpose: The purpose of the Bid Intent and the Background Information Request and Waiver forms are to authorize individuals to attend the site visits within a correctional environment.

Will a Mandatory Bidder’s Site Visit be required?

No Written Questions can be addressed to Don Staffiere by faxing them clearly marked on bidder’s letterhead with the RFR number, to fax # 978-405-6659. Faxed questions must be received no later than 05/15/2012 at 2:00 P.M... The department takes no responsibility for written questions that have not been successfully received. Bidders may call 978-405-6600 to confirm receipt.

Written Responses. Written responses to these questions are intended to be published on Comm-Pass no later than 05/22/2012 at 5:00 p.m. Written questions received after the deadline may not be considered. The written responses will be an attachment to the procurement. It is the bidder’s responsibility to download this file.

Response Packages

MUST BE RECEIVED NO LATER THAN:

DATE: 06/12/2012

TIME: 2:00 P.M. Eastern Time

Fax responses will not be accepted.

Sealed responses will be received at the address listed below in a sealed envelope, which should be clearly marked with the bidder’s name and RFR #.

Department of Correction, Administrative Services – Concord Office Don Staffiere 965 Elm Street, Building #26

P.O. Box 9125

Concord, MA 01742-9125

ONE(1) ORIGINAL RESPONSE PACKAGE is required to be completed, signed, dated and received by the deadline. Originals can be typed or printed BUT Signatures AND Dates should be handwritten in PEN on all forms. Do not type or stamp signatures and dates.

Award will not be determined at bid opening.

Note: All responses and related procurement documents submitted, or presented, as part of an RFR shall become the property of the Commonwealth of Massachusetts. The Commonwealth is under no obligation to return any responses or materials submitted by a bidder in response to this RFR.

Any submission which fails to meet the submission requirements of this RFR will be found non-responsive without further evaluation unless the procurement team leader, at his/her discretion, determines that the non-compliance can be corrected, time allows, and that it would be in the best interest of the Commonwealth. In such, the procurement team leader may allow the bidder(s) to make necessary corrections to the submission or allow additional time to submit required forms.

Best and Final Offer (BAFO)

After the deadline for response submission, the Department reserves the right to extend a Best and Final Offer Opportunity to all or a select number of bidders. Bidders may be asked to submit additional information specific to program specifications and cost.

9. Required Forms

Do not feel overwhelmed with the required forms; but make certain that you include all these completed forms to be considered responsive to this RFR. If you need any assistance, please feel free to call us at 978 405-6600 and we will help you along.

The Standard Forms referenced below can be found on the Comm-PASS website at www.comm-pass.com under the link entitled 'Forms'. If a Bidder should encounter difficulty in locating or downloading any of these forms, please contact the Comm-PASS Helpdesk at 1-888-627-8283.

· Contractor Authorized Signature Verification Form

This form’s purpose is to identify and verify that the person whom is signing the contract on behalf of the bidder is authorized to do.

If the bidder is a corporation or partnership or other business entity, complete the form as indicated making sure to provide the required authorization (e.g. Corporation's Articles of Incorporation, Secretary of the Corporation's Certificate, etc.). This form is considered incomplete if it only has been notarized. Please read the form carefully, or call Don Staffiere at 978 405-6636 for assistance.

If the Bidder is an individual, they may have their signature notarized, or they may attach a copy of their driver's license, or other valid identification that contains an example of their signature.

THE AUTHORIZED PERSON WHO SIGNS THIS FORM IS THE PERSON WHO SHOULD SIGN ALL FORMS IN THIS PACKAGE. If more than one individual signs the Standard Forms (e.g. one person signs the Massachusetts Substitute W-9 and another signs the Commonwealth Terms and Conditions), then they should complete a Contractor Authorized Signature Verification Form for both individuals.

· Standard Contract Form This is a required form. All Bidders must be prepared to execute a Standard Contract Form prior to Contract execution. Failure to return a completed and executed Standard Contract Form may disqualify the Bidder’s response. By executing the Standard Contract Form, the Contractor certifies under the pains and penalties of perjury that it has submitted a response to this Request for Response (RFR) that is the Contractor’s offer as evidenced by the execution by the Contractor’s authorized signatory, that the Contract’s response may be subject to negotiation, and that the terms of the RFR, the Contractor’s response and any negotiated terms shall be deemed accepted and included as part of the Contract upon execution of the Standard Contract Form by the Commonwealth’s authorized signatory. Bidders must complete only those sections preceded by an “(”

· Commonwealth Terms & Conditions All bidders must complete, execute and return the Commonwealth Terms and Conditions. Complete all blanks and required information fully and accurately. This form must be executed without modification.

· MA W-9 Form

This form must be executed without modification. Please ensure that the legal address listed on the Commonwealth Terms and Conditions is the same legal address indicated on this form.

· Authorization for Electronic Payment Form

All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both Contractors and the Commonwealth because it ensures fast, safe and reliable payment directly to Contractors and saves both parties the cost of processing checks. If the Bidder is already enrolled in the program, the bidder should indicate this enrollment in its response.

· Supplier Diversity Form Pursuant to Executive Order 524, any contract with a potential financial benefit of $150,000.00 or more requires a bidder to complete applicable section of this form and include the required attachments for consideration in the scoring of the submission for any contract opportunity with the Commonwealth of Massachusetts. This contract is projected to be less than $150,000.00.

· Business Reference Form Bidders must submit three (3) references from customers compatible in size.

· Response Sheets

The response sheets that are located within this RFR document are required.

· Certificates of Insurance

Provide copies with response.

*Bodily Injury

*Property Damage

· Business Cards Please enclose two (2) business cards of both the account manager and the authorized signatory.

Any submission which fails to meet the submission requirements of this RFR will be found non-responsive without further evaluation unless the procurement team leader, at his/her discretion, determines that the non-compliance can be corrected, time allows, and that it would be in the best interest of the Commonwealth. In such, the procurement team leader may allow the bidder(s) to make necessary corrections to the submission or allow additional time to submit required forms.

10. Evaluation Process and Criteria:

Evaluations may be based on the following:

· Pricing

· SDP plan

· Prompt Payment Discount

· Required Documentation/Specifications

· Business References

· M/WBE Bidder

· Added Value

Note: An example of added value is an Alternative Option Plan. Additional points may be given to bidders who respond to our request AND indicate an alternative option plan AND that is accepted by the department that would result in a better valued contract, upon approval of the procurement team leader. In this case, the alternative plan would be considered as part of this contract. Although a bidder may submit an alternative, a response to the RFR’s original specifications is also required.

Bidders must submit responses that meet the requirement of this RFR. Responsive proposal 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. Unless otherwise required, additional information must be submitted within 5 business days upon the department’s request.

The evaluation criteria is designed to select the proposal that offers the best value to the department.

Criteria Maximum Points Available Pricing 15 Past Performance

Prompt Payment Discount 10

Response Time 10

Delivery 10

Business References

Environmentally Preferred Products (EPP) 10

Supplier Diversity Plan (SDP) 10

Total Points Available 90 Added Value: Up to 5 points each added value

Department of Correction Fiscal Departments

There are three Fiscal Units. Each of which is responsible for specific facilities. The following are the fiscal units:

(M)

Administrative Services – Milford Office

50 Maple Street – Suite 3

Milford, MA 01757

(508)422-3319 tel

(508)422-3383 fax (C)

Administrative Services – Concord Office

P.O. Box 9125

Concord, MA 01742

(978)405-6600

(978)405-6659 fax

(B)

Admin. Svcs. Bridgewater Office

P.O. Box 628

Bridgewater, MA 02324

(508)279-3600 tel

The letters (M) (C) (B) are used to cross-reference the following facilities that fall under their jurisdiction:

REGION 1

Bridgewater State Hospital, Bridgewater (B)

Mass. Alcohol and Substance Abuse Center (B)

Massachusetts Treatment Center, Bridgewater (B)

OCCC-Minimum Unit, Bridgewater (B)

Old Colony Correctional Center, Bridgewater (B)

Southeastern Correctional Center, Bridgewater (B)

REGION 2

MCI Cedar Junction, Walpole (C)

MCI Norfolk, Norfolk (C)

Bay State Correctional Center, Norfolk (M)

Pondville Correctional Center, Norfolk (M)

Milford Headquarters, Milford (M)

Mass Correctional Industries, Norfolk (M)

REGION 3

MCI Concord, Concord (C)

MCI Framingham, Framingham (C)

Northeastern Correctional Center, Concord (C)

South Middlesex Correctional Center, Framingham (M)

REGION 4

Boston Pre Release, Boston (M)

Park Drive Pre Release, Boston (M)

REGION 5

MCI Shirley, Shirley (C)

North Central Correctional Institution, Gardner (C)

Souza-Baranowski Correctional Center, Shirley (C)

REGION 6

MCI Plymouth, Plymouth (B)

Exempt from Mandatory Requirements The PTL may, on certain/limited occasions, approve a bidder to be exempt from a mandatory requirement and that said bidder would still be considered responsive to this RFR. If a bidder requests to be exempt from a mandatory requirement of this RFR (e.g., bidder’s conference, site visit, etc.) but still wants to be considered responsive to this RFR, the bidder must have written approval from the PTL (or his/her designee) of this RFR. The PTL has the right to approve or deny such request. The bidder must fax a detailed justification request to the PTL of this contract at least three (3) days before said requirement. If the request is approved, said written approval must be attached to the bidder’s response. The bidder assumes full responsibility of their absence. The department will not be required to furnish copies of the minutes, verbal questions, answers, etc. to that bidder. Said bidder will be responsible for their response.

Warranty Unless otherwise specified or negotiated and accepted by both the successful bidder and the department, this contract will assume the following warranty. All work, materials and labor performed under this contract shall be guaranteed to the owner by the contractor for a period of five (5) years (or the manufacturer’s warranty, whichever is greater) from the date of final acceptance. Final acceptance date is 30 days after delivery and performance and the department is completely satisfied of the operation and performance. In addition, the contractor shall pay for freight charges for all items that are returned under warranty.

Return Policy The bidder must include their written return policy with their written response. Replacements will be delivered as in accordance with the department’s request. If no return policy is specified and therefore accepted as part of this contract, this contract will assume that the department can return items to the contractor for up to one year for full refund. In addition, there will be no charge for returns, e.g., freight, re-stocking, etc.

Shipping or Freight or Delivery or Handling or Fuel Charges, etc. Delivery will be F.O.B. destination with no shipping, freight, delivery, handling, fuel charges or any other like charges to be paid by users of this contract. Bidders/Contractors must respond accordingly. Payment for these expenses will not be processed under this contract and the invoice will be held for payment without penalty until a credit is received.

Per mile charges (mileage), or minimum charges Unless otherwise accepted and pre-approved (with bidder response) by the PTL of this contract, per mile charges (mileage), or minimum charges are not and will not be accepted. Any charge that is not accepted as part of this contract will not be processed for payment. Labor time will begin when the contractor has arrived at the facility and will end when the contractor leaves the facility. Contractors are required to obtain department employee signatures on all work orders. Said work orders must include date and time of arrival and departure. If they do not for some reason, the department reserves the right to dispute a questionable invoice and the department may verify the exact time via the department employee’s verbal or written verification. The contractor shall then credit the invoice and accurately re-bill the department within five (5) business days.

Timely Deliveries or Work Completion Deliveries and work will be completed in a timely manner. Timely manner duration will be established by the requesting facility. Complaints received by the department users of this contract to the PTL of this contract may result in immediate termination of the contract for that particular contractor.

Order Receipt and/or Work Completion Receipt The contractor is required to obtain department employee signatures as verification of shipment and/or work completion. It is highly encouraged that a copy of said document is attached to the vendor’s invoice in order to assist verification of receipt in the accounts payable department. Order receipts shall include origin of shipment, destination, PO#, detailed list of items including any stock#’s, dates of delivery, department signature, etc. Work orders or work completion receipts shall include contractor’s name, user department and contact name, PO#, dates of service, times of service (time in and time out) detailed scope of work performed, labor hours, items used for work, department signature, etc.

Purchase Order Numbers The contractor will be responsible to obtain a purchase order number from the procuring department for all service requests and for orders. Said purchase order number should appear on all documentation, particularly on the invoice. NO SERVICE OR DELIVERY (unless a department employee has expressed an emergency) shall be performed unless an approved Purchase Order Number is assigned.

MSDS When applicable, MSDS information must be included in bidder’s response. Also, MSDS will accompany applicable deliveries.

Minimum Quantity Orders No minimum quantity per order is allowed.

Partial Shipments Although it is highly desirable that orders be shipped in their entirety, partial shipments will be allowed unless otherwise notified by requesting department.

Mark up % or Cost plus % If this contract requires bidders/contractors to quote for materials, supplies and any other items on a “Mark up %” or “Cost Plus %”, the contractor (when requested by the department) is required to submit, to the requesting department, a copy of their original manufacturer’s invoice (or other official documentation) to prove accuracy of their mark up or cost plus total. When requested by the department, the contractor shall submit this documentation within 5 working days upon the department’s request. The referencing invoice will not be processed for payment until satisfactory documentation is received; and will not be considered late payment. Any written credits shall be immediately issued to the department along with justification of error. This requirement may also be a part of the contract performance evaluation. Failure to provide this documentation may result in immediate termination of contract. In addition, if the contractor is found non-compliance (not charging the department the contract rate), it may also result in immediate termination of contract.

Charges for Quotes Charges for quotes will not be accepted as part of this contract. The department will not process and will not be responsible for any costs associated with quotes.

“Special Purchases” or “Bulk Orders” The department reserves the right and is entitled to take advantage of “close-out” pricing, sales or marketing incentive discounts, or other such negotiated discounts that a contractor would offer to other comparable clients and that would be of “best valued” to the department. In this case, the department reserves the right to negotiate said purchase with the contractor(s). In addition, the contractor may offer discounts for bulk (large) orders.

Materials and Work Any material in the work to be used shall be new, unused, and of recent manufacture and may be tested and inspected at any time by the department. All work or service provided under this contract by the contractor shall be completed in a professional and timely manner.

Insurance, License, Permit and Approval The contractor shall inform themselves as to, and shall comply with, the provisions of all State and local laws, ordinances and regulations applicable to and governing the work called for in this contract. The contractor must obtain all necessary licenses, permits and approvals as may be required to carry out this contract (throughout its duration) and this will be done at the contractor’s expense. The contractor shall, at all times during the entire contract duration, maintain all *necessary insurance coverage, including, but not limited to, worker’s compensation, at contractor’s expense. The contractor shall take all necessary precautions to safeguard workers and all others rightfully on the premises. Any damage resulting from the contractor’s work and/or performance shall be immediately repaired at the contractor’s expense and to the complete satisfaction of the department.

*Bodily Injury

*Property Damage

Out for Bid. Although it is intended that a contract will be executed under this RFR, the department reserves the right, when felt in the best interest of the Commonwealth, to place any service or commodity that is covered under this RFR/contract out for bid (RFR process). The department reserves the right to contract with that successful bidder of that RFR.

Contractor Address Changes It is the responsibility of the contractor to notify the PTL of any change of address, including remit to address. The contractor shall immediately notify the PTL by submitting a new W-9 Form, Commonwealth Terms and Conditions and a brief letter written on contractor’s letterhead stating that their address has changed “from” and “to”. If written notification is not received, changes cannot be done; therefore, any payments will be sent to the address which is currently on file and with no late penalty to the Commonwealth.

Funding Availability This Contract is subject to available funding.

Payment Invoices will be sent to the proper Fiscal Unit by the contractor immediately AFTER the delivery or service performance. Contractor invoices should include the following:

· Name of and address of contractor

· Telephone and fax number

· Name and address of bill to department and deliver to department

· Purchase order number

· Date of invoice and date of delivery or service

· Detailed breakdown of items delivered or service performed

· Name of department contact person

· Early payment discount terms

· The contractor is responsible to ensure that the appropriate Department of Correction Accounts Payable department receives the invoice. The contractor can call the PTL for this information if needed.

A copy of the delivery receipt or work order, which includes the department employee signature, shall be attached to the invoice and for the annual state inspection, a copy of said report. In addition, a duplicate copy must be attached to the invoice.

Invoices should be sent, unless otherwise notified, to the proper Fiscal Unit listed in this RFR after the delivery or service has been completed. Invoices shall be date stamped when received by the department. The department’s goal is that the contractor receives payment within 30-45 days after the invoice has been accepted and received by the proper Fiscal Unit; unless a prompt payment discount is offered.

Any invoice, which does not meet these criteria, may be rejected by the department and returned to the contractor for correction, and the department, will not be held responsible for late payments. The contractor must immediately re-submit as per the department’s request.

Account Statements and Charges Not Invoiced. Monthly statements must be sent to the appropriate fiscal unit to the attention of the Accounts Payable Supervisor. If monthly statements are not generated and/or received by the appropriate Accounts Payable Supervisor, then any outstanding charges brought to our attention beyond the fiscal year’s end (June 30) will not be the responsibility of the Department to pay for; as funds will not be available.

Charges for services or deliveries must be invoiced to the Department by the contractor no later than thirty (30) days after work completion or final delivery. The department will not be responsible to pay for invoices which are initially generated greater than ninety days after work completion or final delivery.

Prompt Payment Discounts Bidders/contractors doing business with the Commonwealth are encouraged to provide a Prompt Payment Discount (PPD) for receiving early payments. Preference or additional points may be given for reasonable offers. If the contractor offers an early payment discount, the discount term must be clearly indicated on the invoice. The date that the early payment discount term will begin is the date that the accurate invoice is received and accepted by the proper Fiscal Unit OR the date of work completion/order receipt, whichever is greater. The “invoice date” has no bearing on the early payment discount term.

Justified Credits Written credits will be issued to the Fiscal Unit no later than two(2) business days upon request. Payments will not be processed until written credits are properly received. No penalty will be issued to the department for late payments caused by disputed invoices.

Tax Exempt Number The department is tax exempt. Any contractor who requests a copy of the ST-2 may call the appropriate Fiscal Unit. Invoices will not include tax.

Account Numbers Although this contract may include any number of facilities within the Massachusetts Department of Correction, unless otherwise notified, each facility must have its own unique account number.

MASS Finanace web-site The Commonwealth has a web-site called “MASS Finance” which may assist vendors in researching either payments which have been made or are scheduled to be paid. https://massfinance.state.ma.us/VendorWeb/vendor.asp

Contractor Reports and/or Data Contractors must submit any and all reports or data, which are requested by the department and that, pertains to this contract. Contractors must submit these reports in a reasonable amount of time, which is considered 5 working days, or as negotiated and accepted by the department. Said reports or data may include, but are not limited to, dates of service/deliveries, purchase order numbers, quantities and costs, contract revenue, requesting facility, etc.

Normal Service Work Hours associated with this contract are as follows: (unless otherwise accepted and negotiated with successful bidder/contractor)