RFR211326 Barber Beauty final.docx

The Commonwealth of Massachusetts Department of public health

TEWKSBURY HOSPITRAL

Address:365 East Street Tewksbury Ma 01876

Contact Name: Maria Beaudry

Telephone #:978-851-7321 x2224

Fax #:978-851-6745

Email : Maria.Beaudry@State.Ma.Us

Request for Response (RFR)

Document Title: Barber/Beauty Supplies

COMMBUYS BID Number: BD-20-1031-TSH00-TSH01-49118

DPH RFR Document Number: RFR 211326

02/28/2020

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. To register go to www.COMMBUYS.com.

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

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

UNSPSC: __________ Object Code: ___F08________ Activity Code: ____4810_______

1.0 Procurement Scope and Description:

Tewksbury Hospital is seeking qualified vendors to provide miscellaneous barber and beauty supplies for our beauty and barber shops here at Tewksbury Hospital. Services will be provided at this location and no travel expenses will be allowed.

1.1 Background Information:

Tewksbury Hospital; provides comprehensive treatment, care and comfort to adults with medical and/ or mental illnesses. Tewksbury Hospital operates a 370 bed Joint Commission accredited hospital. Approximately 220 complex chronic medical adult patients reside on seven (7) inpatient units and 150 psychiatric clients reside on (5) inpatient units. A Full range of ancillary services is available at the site, including 24/7 nursing, medicine and psychiatry as well as clinical laboratory, psychology radiology , respiratory care, speech pathology, occupational therapy, physical therapy, clinical dieticians, clinical social worker and pharmacy and on site dialysis clinic.

1.2 Applicable Procurement Law

Executive Branch Goods and Services

1.3 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

1.4 Calendar Rule Type:

1.5 Acquisition Method:

1.6 Use of a Procurement by a Single or Multiple Departments:

· Identify additional Eligible Entities by name or type.

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

1.7 Expected Duration of Contract:

Anticipated Initial Duration up to: _3___ year(s) ____months;

Anticipated Renewal Options: __1__ options to renew for __3__year(s) each option

Final End Date of this Contract: ___06/30/2026_____________________

1.8 Anticipated Expenditures, Funding Or Compensation For Expected Duration

Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount $ 60,000.00_________

Check One (“X”):

Will Federal Funds be used to fund any part of Contract(s)?

Funds Balance Forward Requirement for Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Specifications

Tewksbury hospital is seeking to establish contracts with qualified vendors to supply miscellaneous barber and beauty supplies. Tewksbury Hospital is located at 365 East Street Tewksbury Ma 01876-1998 Services will be provided at this location and no travel expenses will be allowed

Supplies typical miscellaneous barber & beauty supplies such as but not limited to:

· Tinted perm solutions

· Beauty oil

· Combs & brushes

· Blades & clippers sharpening

· Shampoo, styling gels

· Barbacide

· Capes & aprons

· Hair Spray

· Conditions & Cream Rinses

· Applicator Bottles & Spray Bottle

· Hair Dryers

· Curling Irons

· Flat irons Ect.

Vendors must be able to service small equipment purchased through this contract. Vendors must be able to supply these items during normal work hours five (5) day a week

CORI Requirements: In accordance with EOHHS policy, an individual's background, including any CORI and other relevant information, must be carefully considered so that the vulnerable populations served by EOHHS are protected. It is also EOHHS policy that qualified rehabilitated offenders are given a fair opportunity to be employed and successfully reintegrated into the workforce. In accordance with this policy, prior to any work engagement, the awarded Contractor shall obtain a Standard (Employer) Access Massachusetts Criminal Offender Record Information (CORI) check on any and all individual employees who are to enter public offices of the Commonwealth or provide services to any Hiring Entity of the Commonwealth. The awarded Contractor must 1) utilize the Internet-Accessible CORI (iCORI) system maintained by the Department of Criminal Justice Information Services (DCJIS) to request and receive CORI in accordance with 801 CMR 2.00 et seq. and 2) comply with the EOHHS CORI check regulations, 101 CMR 15.00 et seq. in reviewing CORI and in documenting its hiring determination as set forth in 101 CMR 15.09. Any associated costs are the responsibility of the awarded Contractor.

For environmental purchasing requirements, please see the “Required Procurement Language for Executive Order 515, Establishing an Environmental Purchasing Policy” section of the RFR Standard Required Information document posted at the COMMBUYS Bid Solicitation; File attachment section.

3.0 Performance Requirements and Contract Monitoring

The Department of Public Health is endeavoring to deliver the best value to facilitate our needs. However, it is important to measure the contractor’s performance to ensure the contract is in compliance with what has been requested and what the contractor has offered in this RFR. The following performance areas will be subject to measurement:

1. Timely Delivery (Commodities, Services, Reports, Billing, etc.)

2. Responsiveness to Departmental Inquiries

3. Quality of Deliverables (Commodities, Services, Reports, etc.)

4. Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

5. Attendance at scheduled meetings

The PMT shall negotiate with contractors any requirements not set forth in the RFR

4.0 Contract Invoicing

All invoices are to be submitted to the Accounts Payable Dept. @ DPH Tewksbury Hospital 365 East Street Tewksbury

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. COMMBUYS Bid Solicitation for this form.

5.0 Evaluation Criteria

The following components will be some of the criteria considered by the Evaluation Team when evaluating each quote.

Cost of Services & Products as specified in RFR Completeness and Quality of Response to RFR Vendor must demonstrate evidence of providing the goods & services as described in RFR Vendor must supply three (3) current references for supplying the services as indicated above as part of their response to this RFR

Supplier Diversity Program (SDP): Massachusetts Executive Order 565 reaffirmed and expanded the Commonwealth’s policy to promote the award of state contracts in a manner that develops and strengthens certified Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Minority and Women Nonprofit Organizations (M/WNPOs), Veteran Business Enterprises (VBEs), Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), Disability-Owned Business Enterprises (DOBEs), and Lesbian, Gay, Bisexual and Transgender Business Enterprises (LGBTBEs).

All bidders are required to make a significant financial commitment to partner with certified M/WBEs, M/WNPOs, VBEs, SDVOBEs, DOBEs and/or LGBTBEs certified or verified by the Supplier Diversity Office (SDO). In Part II on the SDP Plan Commitment & Declaration of SDP Partner(s) Form, bidders must identify a commitment in the SDP form of a specific percentage of sales that will be spent with an SDP Partner(s) on a Massachusetts fiscal year basis. This percentage commitment will extend for the life of any resulting contract.

The SDP plan counts for 10% of the total proposal review score. Unless there are documented extenuating circumstances, no contract will be executed with a provider unless a percentage commitment of the contract amount has been made with at least one SDP-certified business.

Prompt Payment Discounts (PPD) All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found on the OSD Forms page and in this solicitation at the COMMBUYS Bid Solicitation.

6.0 Estimated Procurement Calendar

Deadline for Questions and Answers All Questions must be received in writing. Questions can be sent by email no later than the date and time indicated in the Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

03/19/2020 by 3:00 PM

Maria.Beaudry@State.Ma.Us

The BID opening date (Deadline for Submission of Response) All responses to be submitted electronically using the online submission tools available to active COMMBUYS account holders.

06/30/2026 by 5:00 PM

Deadline for Forms that require Ink Signatures.

(See section 7.2 Submission Instructions below for further guidance.)

*Due 7 calendar days after submission of bid/proposal DPH Tewksbury Hospital 365 East Street Tewksbury Ma 01876 C/o Maria Beaudry General Services Dept.

7.0 Requirements/Instructions for Submission of Responses

7.1 Submission Requirements:

Vendors are required to submit a catalogue price or your price Pricing structure to include any discounts on catalogue prices Submit completed Business Reference form Submit brief description of previous evidence of providing the goods & services described within RFR

7.2 Submission Instructions

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes must be received by the Department of Public Health before the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times displayed in COMMBUYS are Eastern Standard/Daylight Savings (US).

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record. DPH recommends that Quotes be submitted early. Changes to your quotes can be made by withdrawing using the “Withdraw Quote” button offered under the Summary tab of a submitted quote. Quotes may be withdrawn up until the Bid Opening Date.

Electronic Signatures Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this 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 terms.

Ink Signatures The Commonwealth of Massachusetts requires bidders to submit the following forms with an original ink-signature:

· Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) (If not already on file with the Comptroller)

· Electronic Funds Transfer Sign Up Form (If not already on file with the Comptroller) Bidders must submit these forms with ink signatures within seven (7) calendar days of the Open date for this BID (See Procurement Calendar above). Successful bidders may have a delay in the execution of their contracts if the above forms are not received by DPH in timely manner.

Send to:

DPH Tewksbury Hospital 365 East Street Tewksbury Ma 01876 C/o Maria Beaudry General Services Dept.

File Format and Naming Conventions Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Attachments must be uploaded individually and cannot be combined in a zipped file.

DPH is requiring that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder, the RFR number and the name of the document. (e.g. Company Name _ RFR Number _Doc Name).

Public Records All information, documents, and attachments submitted as a response to this RFR are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

Amendments to BID DPH reserves the right to make amendments to the Bid after the initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid. DPH 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.

8.0 RFR Attachments:

The forms listed in the COMMBUYS with this RFR must be submitted with your response where indicated.

To assist bidders in identify the purpose of the attachments for this procurement; the forms posted on the COMMBUYS attachment section have a prefix according to the following chart:

Must complete and upload document to COMMBUYS as part of quote

complete and sign in blue ink as instructed in section 7.2 of this RFR.

9.0 COMMBUYS Support

A link to a job aid on How to Submit a Quote on COMMBUYS COMMBUYS Resource Information at www.mass.gov/osd/commbuys Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@mass.gov Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

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