Shelter-ACS-Staging Area RFR Final~1.docx

RQ-21-1013-PPN00-PLN01-307959

Executive Office of Public Safety and Securities Massachusetts Emergency Management Agency 400 Worcester Road, Framingham, MA 0172

BD-21-1013-PPN00-PLN01-53509

Shelter – ACS – Staging Area

EMERGENCY FACILITY INFRASTRUCTURE, SERVICES, AND OPERATIONAL SUPPORT

Bid Opening Date: August 30, 2020 at 1:00 PM

Procurement Contact:

Tina Urato Telephone #: 508.820.1423 Contract Manager:

David Mahr Telephone #: 508.820.2017

All vendors are required to only use Commbuys as a means of communication.

This procurement is valued over $150,000 and is therefore subject to Commonwealth Supplier Diversity Program (SDP) requirements. Up to ten percent (10%) of the total score will be assigned based on the vendor’s commitment to utilizing minority, women, veteran, service-disabled veteran, disability and lesbian, gay, bisexual and transgender (“LGBT”) owned businesses to carry the project as proposed[footnoteRef:2]. Vendors not providing information will receive a score of zero (0), but may be awarded the bid if evaluated as the overall winner. However, MEMA may not issue a contract to such a vendor until all Supplier Diversity Requirements have been met. [2: SDP score will be assigned as the pro-rated value of available SDP points based on the value entered by the bidder for the Percentage of Sales spent on Certified Partners on the SDP Plan submitted with their bid. ]

SECTION 1 – DESCRIPTION OR PURPOSE OF THIS PROCUREMENT

The Massachusetts Emergency Management Agency (MEMA) is the state agency tasked with the responsibility for ensuring the Commonwealth’s resilience to disasters. Through its staff of professional planners, communications specialists, operations managers, and support personnel, and its relationships with public and private stakeholders MEMA coordinates the state’s response to disasters and other types of emergencies and otherwise ensures the Commonwealth's ability to rapidly recover from large and small disasters by assessing and mitigating hazards, enhancing preparedness, and building the capacity to recover.

Before, during, and after emergencies MEMA may operate State Staging Areas (SSAs) to stage and coordinate the deployment of various types of assets and equipment to support emergency response and recovery operations; State Initiated Regional Shelters (SIRS) to house evacuees from major flooding or other events; Alternate Care Sites (ACS) to provide medical surge facilities in the event of pandemic or other emergency medical needs; and Non-congregate Shelters (NCS) such as hotels or dorms to house evacuees or others who cannot be sheltered in large group settings. Support for SIRS and non-congregate shelters may, but is not required to, include shelter staffing and security. Services required may be complete, turnkey provision and operation of infrastructure and wrap-around services needed to set up and operate these sites or may include provision of only a few components that are not already provided by the site or another state partner (medical facility, dorm, hotel, school). MEMA’s requirement encompasses all of the above and will be referred to as “Service Needs” throughout this document). Service Needs may be required in any geographic area of the Commonwealth, and MEMA may have multiple Service Need varieties and locations simultaneously.

MEMA is soliciting proposals for one or more qualified vendor(s) to provide support services to meet Service Needs, or to provide these services in support of other emergency operations. MEMA is seeking to contract with vendors who have the capacity to provide all or some of the services detailed in this RFR. Services provided could be for a range of 10 - 1,000 individuals, and responses should include unit prices with this consideration. The individual services and their scopes are discussed in Section 8 of this RFR.

MEMA will contract with one or more vendor(s) deemed to be qualified through this procurement process to provide one or more of the services detailed in this RFR. Individual services will be identified by MEMA at the time of need and activated when MEMA issues Purchase Orders (POs) with a contracted vendor, and the PO is signed by both MEMA and the vendor. Prior to signing a PO, MEMA will hold a meeting or conference call to discuss and agree on service details and requirements. The agreed-upon details and requirements will be reflected in the final Purchase Order.

All services, equipment and facilities provided by the vendor must comply with all local, state and federal laws and regulations including non-discrimination laws and regulations. It is the responsibility of the vendor to obtain and maintain all required permits and approvals for all contracted facilities, equipment and services.

Services may be provided by the vendor or sub-contractors.

SECTION 2 – APPLICABLE PROCUREMENT LAW

This Bid is issued under MGL c. 7, § 22; c. 30, § 51, § 52; and 801 CMR 21.00 (Goods and Services)

SECTION 3 - ACQUISITION METHOD TO BE USED FOR THIS PROCUREMENT

This will be an open enrollment contract to allow for multiple vendors to apply. The acquisition method of this contract will be ‘Fee for Service’. Based on the Services, Performance and Contract Specifications below, services shall include the provision of labor, installation, materials, equipment, consumables, the temporary use of structures, and other service requirements.

SECTION 4 – REQUEST FOR SINGLE OR MULTIPLE VENDORS

Contracts resulting from this procurement may be awarded to multiple vendors. MEMA reserves the right to seek quotes or offers for future services from any and all vendors awarded contracts under this RFR. In emergency or exigent circumstances, MEMA reserves the right to contract immediately with a single vendor that can best meet immediate needs as determined by MEMA. Not all vendors will be capable of supplying all services identified in this RFR. MEMA encourages vendors to submit bids for the services they can provide. Vendors may include the use of sub-contractors and MEMA will execute contracts only with a single, prime vendor.

SECTION 5 – USE OF THIS PROCUREMENT BY SINGLE OR MULTIPLE DEPARTMENTS

After this contract is executed, contracted services associated with awards from this procurement may only be used by MEMA.

SECTION 6 – ANTICIPATED DURATION OF CONTRACT, INCLUDING RENEWAL OPTIONS

The anticipated duration of the contract resulting from this procurement will be two (2) years. This contract may be extended in two year increments upon agreement between MEMA and the awarded party(s) for no more than five (5) times for a total of twelve (12) years inclusive of contract extensions.

SECTION 7 – TOTAL ANTICIPATED EXPENDITURES AND COMPENSATION STRUCTURES

MEMA will award a rate contract(s) based on the services and unit costs submitted by the vendor(s) and approved by MEMA. If services under the contract are required, MEMA will issue a separate Purchase Order detailing the specific services, accepted costs, and timeframe. Compensation will be made only for items identified in the Purchase Order or adjusted through a fully executed amendment(s). MEMA is not responsible for contractor costs incurred in excess of approved costs or outside of approved start and end dates. Vendors may submit rate changes at the time of renewal for MEMA review and approval under contract extensions.

Compensation will be made upon receipt and approval of costs incurred and documented by the vendor through invoices and accompanying documentation. MEMA reserves the right to withhold final payment until final inspection to ensure staging area sites have been restored to their pre-event condition.

MEMA makes no guarantee that services under awarded contracts will be required.

In addition to all Commonwealth of Massachusetts contract requirements included as attachments to this RFR, vendors are also subject to Federal requirements as attached.

Due to the emergency nature of this RFR, MEMA reserves the right to expand services or request vendor support in areas beyond the scope of this procurement when needed and if vendor has sufficient capabilities.

SECTION 8 –SERVICES, PERFORMANCE AND CONTRACT SPECIFICATIONS

Items 1-7 are a must

1. Sleeping Quarters Scope: The vendor shall provide, set up, operate, and maintain safe, sanitary, and structurally sound on-site sleeping quarters for individuals who are assigned to the Service Need for lodging, or at another emergency operations location. Tent Systems, or equivalent non-structural systems, may be acceptable forms of sleeping quarters under this contract. If a tent or similar system is used, the flooring must be industry standard suitable for use and elevation (dependent on weather conditions). Units must have appropriate lighting and be supplied with temperature controlled heating, ventilation and air conditioning appropriate for the weather and electrical service. There shall be separate sleeping areas with appropriate privacy protection for male and female individuals The units will not be more than a reasonable distance away from shower and rest room facilities. There must be a suitable number of power outlets. No more than two beds will be bunked together vertically. At a minimum, all beds will have a sheet set, one blanket, and one pillow with pillow case provided by the vendor. Clean linens must be available to the occupants as requested. Each unit must have appropriate trash receptacles that are appropriately sized for the number of occupants. Trash receptacles must be emptied at least twice daily and when requested by a MEMA Liaison. Sleeping quarters must be cleaned at least daily and kept in a clean, sanitary condition. Facilities must comply with all local, state and federal laws and regulations including accessibility requirements under the Americans with Disabilities Act and ADA Architectural Guidelines, where applicable, or be modifiable through temporary modifications. It is the responsibility of the vendor to obtain and maintain all required permits and approvals for all services being delivered. Smoke, carbon monoxide detectors, and fire extinguishers shall be furnished in all occupied spaces storage areas to meet the minimum requirements set forth in the latest edition of the Massachusetts Building Codes for the use type. When a visual alarm system is required due to a disability accommodation request, Vendor shall th MEMA to provide and install the system. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found.

2. Food Service (Provisions) Scope: The vendor shall provide three meals per day during each 24 hour period that are either prepared on-site or that are delivered from an offsite location where meals have been prepared. The vendor must be able to prepare and serve a variety of menu options, including hot and cold meals appropriate for the time of day or as requested to feed personnel located at the Service Need. All food must meet all applicable nutritional standards and guidelines. During each meal session, recipients must receive their meals in a reasonable amount of time. Beverages must be offered with all meals, including water and low-calorie options. Menus are to be tailored to the religious, ethnic, and special dietary requirements of the served population generally, to include healthy options, low sodium, gluten free, Kosher, and vegan. The vendor is responsible for providing sturdy eating utensils, plates/dishes, cups, etc. Vendor shall include an example of a 14-day rotational meal plan that includes boxed or pre-packaged meals as well as cafeteria style meals with its proposal. Vendor must provide all set up and take down services. All local catering permits and inspections are the responsibility of the vendor. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found. Vendor must be able to provide food and drink to support specific, requested disability, medical, and religious dietary needs and food allergies.

3. Feeding and Lounge/Break Facilities Scope: The vendor shall provide, set up, operate and maintain safe and sanitary areas in which onsite personnel can eat meals and/or use as lounge/break areas. Tent systems, or equivalent systems are acceptable under this contract. If a tent or similar system is used, the flooring must be industry standard suitable for use and elevation (dependent on weather conditions). Each facility must have enough chairs and tables to allow for at least 50% of the staging area’s occupants to simultaneously sit while eating. Each unit must have trash receptacles of appropriate size and number to accommodate the projected number of occupants. Trash receptacles must be emptied after each meal. It is expected that any refuse that is generated by this operation will be handled and disposed by the vendor after each seating is completed or when requested by a MEMA liaison. The facilities must be maintained in a clean and sanitary condition. The facilities must have appropriate lighting and be supplied with temperature controlled heating, ventilation and air conditioning appropriate for the weather, and electrical service. In addition, the vendor shall provide a suitable number of water hand wash sinks at or near each entry into the feeding facility. Vendor is responsible for water supply and disposal. The vendor is required to thoroughly clean the facilities before the next meal or when requested by a MEMA liaison. Facilities must comply with all local, state and federal laws and regulations including accessibility requirements under the Americans with Disabilities Act and ADA Architectural Guidelines, where applicable, or be modifiable through temporary modifications. Smoke, carbon monoxide detectors, and fire extinguishers shall be furnished in all occupied spaces, kitchen and storage areas to meet the minimum requirements set for in the latest edition of the Massachusetts Building Codes for the use type. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found. When a visual alarm system is required due to a disability accommodation request, Vendor shall confer with MEMA to provide and install the system.

4. Shower Unit(s) Scope: The vendor shall provide self-contained unit(s) with hot/cold potable water with separate showers for men and women. Units can be trailers, skid, or field showers so long as they are enclosed and provide appropriate privacy and protection from the weather elements, are well lit, and are either heated or cooled as required. Number of units must be sufficient to accommodate the population of the staging area. All units will have suitable number of power outlets and have HVAC services. If the unit is a tent or similar system, the flooring must be industry standard suitable for use and elevation (dependent on weather conditions). All units must have an adjacent changing area with appropriate privacy protections. Vendor is responsible to provide clean towels, soap, and shampoo which shall be available to users at all times. Vendor is responsible for potable water supply and water disposal. Vendor must maintain the units in a clean and sanitary condition. Facilities must comply with all local, state and federal laws and regulations including accessibility requirements under the Americans with Disabilities Act and ADA Architectural Guidelines, where applicable, or be modifiable through temporary modifications. Smoke, carbon monoxide detectors, and fire extinguishers shall be furnished in all occupied spaces and storage areas to meet the minimum requirements set for in the latest edition of the Massachusetts Building Codes for the use type. When a visual alarm system is required due to a disability accommodation request, Vendor shall with MEMA to provide and install the system. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found.

5. Restroom Facilities Scope: The vendor shall provide restroom units, including hand wash sinks. Units can be trailers or self-contained. There must be separate units for men and women, and each toilet must have privacy screening. Number of units will be defined by the population of the camp. Hand wash stations (sinks) for restrooms must be provided in a quantity suitable for the population of the staging area. Vendor is responsible for water supply and water disposal to the restroom facilities. Vendor is responsible for providing all paper products, including toilet paper and hand towels. Facilities must be maintained in a clean and sanitary condition. Vendor is responsible for sewerage disposal, as required. Facilities must comply with all local, state and federal laws and regulations including accessibility requirements under the Americans with Disabilities Act and ADA Architectural Guidelines, where applicable, or be modifiable through temporary modifications. Smoke, carbon monoxide detectors, and fire extinguishers shall be furnished in all occupied spaces, and storage areas to meet the minimum requirements set for in the latest edition of the Massachusetts Building Codes for the use type. When a visual alarm system is required due to a disability accommodation request, Vendor shall with MEMA to provide and install the system. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found.

6. Full Laundry Service Scope: The vendor shall provide full laundry service and provide personnel to carry out that service. Full service laundry includes fluff and fold laundry service with a 24 hour turnaround time. Full service laundry may be provided on site, or the vendor may transport laundry off site. Vendor must provide a system for tracking laundry to return to customer.

7. Self-Serve Laundry Service Facilities The vendor shall provide self-serve laundry service facility. Tent systems, or equivalent systems are acceptable under this contract. If a tent or similar system is used, the flooring must be industry standard suitable for use and elevation (dependent on weather conditions). The facility must have appropriate lighting and be supplied with temperature controlled heating, ventilation and air conditioning appropriate for the weather, and electrical service. The vendor shall provide equipment (washer and dryers), laundry detergent, water to facilitate the washing and drying, irons and ironing boards, laundry baskets/bins/bags, and tables where laundry can be folded. Water supply and disposal is by Vendor. Facilities must comply with all local, state and federal laws and regulations including accessibility requirements under the Americans with Disabilities Act and ADA Architectural Guidelines, where applicable, or be modifiable through temporary modifications. Smoke, carbon monoxide detectors, and fire extinguishers shall be furnished in all occupied spaces and storage areas to meet the minimum requirements set for in the latest edition of the Massachusetts Building Codes for the use type. When a visual alarm system is required due to a disability accommodation request, Vendor shall with MEMA to provide and install the system. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found.

The items 8-13 are optional but would like to have you submit if this is an area you can commit to

8. Administration Facilities Scope: The vendor shall provide a separate administrative area for management personnel supporting the Service Need or other emergency location. This area will be used for administrative/support personnel, equipment check-in, resource ordering, central security, and required command element. Tents, or equivalent systems are acceptable under this contract. The facility must have appropriate lighting and be supplied with continuous temperature controlled heating, ventilation and air conditioning appropriate for the weather, and continuous electrical service. The vendor will provide tables, chairs, and administrative office supplies sufficient for the size of the operation. The number of tables and chairs will be dependent on the anticipated size of this area and the number of personnel working out of this facility. Each unit must have a closable trash receptacle that is an appropriate size for the number of occupants. Trash receptacles must be emptied at least twice daily and when requested by a MEMA Liaison. The vendor shall maintain the facilities in a clean and sanitary manner. Facilities must comply with all local, state and federal laws and regulations including accessibility requirements under the Americans with Disabilities Act and ADA Architectural Guidelines, where applicable, or be modifiable through temporary modifications. Smoke, carbon monoxide detectors, and fire extinguishers shall be furnished in all occupied spaces and storage areas to meet the minimum requirements set for in the latest edition of the Massachusetts Building Codes for the use type. When a visual alarm system is required due to a disability accommodation request, Vendor shall with MEMA to provide and install the system. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found.

9. Office Equipment Scope: The intent of this service is for the Vendor to provide industry standard office equipment for the administration facility. Please see the following descriptions for the minimum office equipment desired:

· Computer Workstation: Workstations can be laptops or desktops. Sufficient for size and scope of Staging Area.

· Printers: Printers must be network enabled and sufficient for size and scope of Staging Area.

· Photo Copiers: Photo copiers must be network enabled and sufficient for size and scope of Staging Area.

· Badging System: Vendor may provide a badging system for housed personnel; to include the software, hardware, badge printer, badges and lanyards.

Vendor is expected to provide all associated consumable goods (paper, ink cartridges, etc.). All consumables supporting office equipment must be replenished when exhausted. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found.

10. IT Systems Scope: The Vendor will provide reliable internet service throughout the SSA or other emergency location. It is the responsibility of the vendor to configure a system that meets the requirements set forth in this paragraph. Vendor must indicate if they can support wired, wireless and/or satellite capability for the system. Vendor shall provide bandwidth 24 hours per day and shall have network engineering support for the entire time the staging area is stood up. Vendor is responsible to provide all equipment for this system. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found.

11. Telephone Service Scope: The intent of this section is to provide communication infrastructure that will provide consistent telephone service to all areas of the camp, based on occupancy size. The telephone system can be of any reliable type such as VoIP, cellular, etc. The vendor is responsible to provide the phone service, equipment, technical support, and inspection (if needed) for this service. Each line must have its own independent phone number. Each telephone unit must be able to receive, send, and forward calls. The system must be able to handle simultaneous calls on at least 80% of the phone lines. Each phone number must have a voice mail service that able to be accessed from any US based phone number. If the service fails (because of equipment, technology or communications services failures), the vendor is responsible to repair the service to working order in less than 2 hours upon notification of the disruption. The vendor must indicate the number of telephones and types of services they can provide when responding to this service in the RFR. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found.

12. Portable Radio System Scope: The Vendor will provide a portable radio system to allow personnel supporting SSA or other emergency location to communicate with each other via over portable radios throughout the onsite area. The portable radio system will be independent from any official emergency or public safety radio system. The system must be proven to work reliably in any weather condition. The vendor is responsible to repair the service to working order in less than 2 hours upon notification of disruption. The vendor is responsible to provide the equipment (including radios and (if requested) microphones), charging stations and batteries for the system. The Vendor is also responsible for managing the inventory of equipment including implementation of sing out/sign in procedures, and deploying/recouping equipment. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found.

13. Public Address System Scope: The Vendor will provide a public address system to allow information to be broadcast over loud speakers throughout the staging area or other emergency location. The information relayed over this system must be able to be heard in interior and exterior spaces. The system shall have the ability to turn off certain speaker locations when the information is not required to be heard by those locations. The originating voice will come from one location designated by the Commonwealth. The system can be wired or wireless. The vendor is responsible for the installation and operation of this system. The vendor is responsible to repair the service to working order in less than 2 hours upon notification of disruption. Levels for fuel supporting any equipment or systems must be checked every four hours and filled if less than a four hour supply is found.

PRICING GUIDELINES

Operational Unit Cost Vendors must submit the operational unit cost in their response for each individual service to which the vendor is responding. For purposes of this RFR, the vendor may define the size of their proposed operational unit (i.e., a vendor may define an operational unit as one that supports 50 people. The vendor must then identify the operational unit cost, which must include all equipment, personnel/labor, and activities associated providing said service for number of individuals identified, including the following:

· Labor costs for personnel of Vendor and all its Sub-Contractors to implement all activities associated with the service (excluding mobilization and demobilization activities as these are required to be detailed separately). Massachusetts Prevailing Wage laws and rates may apply to certain activities under this RFR. Contractors must ensure Prevailing Wages are paid where required and must submit certified payroll records where Prevailing Wages are paid.

· Travel and per diem costs for personnel of the Vendor and all its Sub-Contractors. These costs are paid separately to the contractor. All other travel and lodging costs will be paid based on actual, reasonable costs as documented by the Contractor with submitted invoices.

· Cost for any equipment provided by Vendor and all its Sub-Contractors

· Indirect costs for the Vendor and all its Sub-Contractors

· The cost to repair or replace any equipment that fails or is damaged. (Please note: as indicated in the scope, all repairs/replacements must be completed within two hours of notification.)

· The cost to keep equipment that is powered by fuel supplied with the appropriate fuel.

· The cost to resupply any consumables in the above sections before they are exhausted or expire.

Mobilization/Demobilization Costs Mobilization and demobilization costs must be identified separately from the above unit costs for the following services:

· 1 (Sleeping Quarters)

· 3 (Feeding and Lounge/Break Facilities)

· 4 (Shower Units to include a min of 1 but up to 5% accessible if provided for public use)

· 5 (Restroom Units to include a minimum of 1 but up to 5% accessible if provided for public use)

· 7 (Self-serve Laundry Facilities)

Optional Costs if bidding with these services

· 8 (Administration Facilities)

· 9 (Office Equipment)

· 10 (IT Systems)

· 11 (Telephone Systems)

· 12 (Portable Radio Systems)

· 13 (Public Address Systems)

Mobilization/demobilization costs as those associated with the set up and break down of facilities and equipment. These costs should include:

· Labor costs for personnel of Vendor and all its Sub-Contractors for set-up and break-down. Massachusetts Prevailing Wage laws and rates may apply to certain activities under this RFR. Contractors must ensure Prevailing Wages are paid where required and must submit certified payroll records where Prevailing Wages are paid.

· Travel and per diem costs (not to exceed for personnel of the Vendor and all its Sub-Contractors for set-up and break-down. These costs are paid separately to the contractor. All other travel and lodging costs will be paid based on actual, reasonable costs as documented by the Contractor with submitted invoices.

· Permitting and Inspection Fees

Costs submitted will be considered “not to exceed” and must be fixed through the first two-year contract period at a minimum. Vendors may submit a request for cost adjustments at the time of renewal which must be approved by MEMA to be valid for additional contract periods. MEMA will not except cost escalators or other open-ended cost proposals. Please provide a cost for each item of Section 8 for which your firm/company will be able to provide the requested services. Supporting documentation, including itemized pricing guidelines may be attached.

SECTION 9 – INSTRUCTIONS FOR SUBMISSION OF RESPONSES

Proposal Requirements:

1. Responses must include a clear description of vendor capabilities for each of the services to which the vendor is responding. Vendors are not required to respond to all services.

2. Reponses must provide a detailed outline of approach or methods used to estimate, design, contract, mobilize, deploy, set-up, operate, maintain, repair, and/or demobilize for each of the services to which the vendor is responding.

3. Responses must include documentation of similar prior engagements for each of the services to which the vendor is responding. Please include the names and contact information of at least 3 individuals that can serve as references for each of the prior engagements provided.

4. Vendors must submit cost information and associated back up following pricing guidelines above for each of the services to which the vendor is responding.

5. Proposals must include all attached Supplier Diversity Program forms, including SDP-Form 1 committing the vendor’s Annual SDP Percentage for the life of the bid.

Submitting through CommBuys Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote. All related bid documents that require completion and submission are available as an attachment under the COMMBUYS “Attachment” tab.

All Bidders must submit Quotes online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

Responses MUST be uploaded as a Word document in COMMBUYS. Responses not posted to COMMBUYS will not be considered for evaluation. Do not email, and/or mail responses to the department. IMPORTANT NOTES: When uploading your response on COMMBUYS please be sure to enter a $0 dollar amount and select the “no charge” option (this does not mean there is no costs). This will ensure accuracy when the department awards a bid.

SECTION 10 – EVALUATION CRITERIA

Responses shall be evaluated using the following criteria (each service will be evaluated separately):

· The degree to which the vendor’s detailed description of services and their approach for services to which they are responding demonstrates a clear understanding of MEMA’s needs and communicates the vendor’s ability to provide their services to meet MEMA’s needs. (10 points per service)

· The extent to which vendor experience demonstrates capabilities and capacity to provide similar services for MEMA and the degree to which references support these abilities. (20 points per service)

· A detailed cost schedule showing the value and reasonableness of costs for the services proposed. (10 points per service)

· Supplier Diversity Plan participation as measured by the pro-rated value of available SDP points based on the value entered by the bidder for the Percentage of Sales spent on Certified Partners on the SDP Plan submitted with their bid. (5 points per service)

Section 11 - Deadline for responses and procurement calendar Procurement Calendar:

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock displayed to Bidders after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q&A, on COMMBUYS for Procurement Calendar updates.

*Bid Q&A:

The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the SST regarding this Bid. All Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions). Questions may be asked only prior to the Deadline for Submission of Questions stated in the Estimated Procurement Calendar. 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.

Please note that any questions submitted to the SST using any other medium (including those that are sent by mail, fax, email or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Bidders are asked to review all questions previously submitted to determine whether the Bidder’s question has already been posted.

Bidders are responsible for entering content suitable for public viewing, since all of the questions are accessible to the public. Bidders must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s company or other companies. The SST reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this Bid.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

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 “Official Answers for Bid Q&A” date indicated in the Estimated Procurement Calendar (above) and will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.

** Bid Amendment:

MEMA 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. MEMA 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.

***Conditional Award:

After the SST has selected and received approval to move forward with a vendor, the Procurement Unit will issue a Conditional Award Letter. This letter will inform the vendor that they have been selected for the project, pending the completion of a contract Scope and Budget. The Scope would include the work plan, schedule, deliverables, staffing, or other key project requirements. It would also take into account MEMA requirements such as budget and start/end dates that would be defined in the Conditional Award Letter. MEMA will allow for a minimum of two weeks for the selected vendor and MEMA to finalize the contract Scope and Budget before formally executing a contract to start the project.

12. RFR attachments/required specifications See CommBuys posting under the Attachment Tab for all required attachments. See below for additional bid requirements and language.

RFR - REQUIRED SPECIFICATIONS FOR COMMODITIES AND SERVICES Revision Date: June 6, 2016 In general, most of the required contractual stipulations are referenced in the Standard Contract Form and Instructions and the Commonwealth Terms and Conditions. However, the following RFR provisions must appear in all Commonwealth competitive procurements conducted under 801 CMR 21.00.

The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00. Additional definitions may also be identified in this RFR. Other terms not defined elsewhere in this document may be defined in OSD’s Glossary of Terms. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR.

COMMBUYS Market Center. COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.commbuys.com. Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are all components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Bid Q&A supports Bidder submission of written questions associated with a Bid and publication of official answers.

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 Commonwealth accepts 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.

COMMBUYS Registration. Bidders may elect to obtain a free COMMBUYS Seller registration which provides value-added features, including automated email notification associated with postings and modifications to COMMBUYS records. However, in order to respond to a Bid, Bidders must register and maintain an active COMMBUYS Seller account.

All Bidders submitting a Quote (previously referred to as Response) in response to this Bid (previously referred to as Solicitation) agree that, if awarded a contract: (1) they will maintain an active seller account in COMMBUYS; (2) they will, when directed to do so by the procuring entity, activate and maintain a COMMBUYS-enabled catalog using Commonwealth Commodity Codes; (3) they will comply with all requests by the procuring entity to utilize COMMBUYS for the purposes of conducting all aspects of purchasing and invoicing with the Commonwealth, as added functionality for the COMMBUYS system is activated; (4) Bidder understands and acknowledges that all references to the Comm-PASS website or related requirements throughout this RFR, shall be superseded by comparable requirements pertaining to the COMMBUYS website; and (6) in the event the Commonwealth adopts an alternate market center system, successful Bidders will be required to utilize such system, as directed by the procuring entity. Commonwealth Commodity Codes are based on the United Nations Standard Products and Services Code (UNSPSC).

The COMMBUYS system introduces new terminology, which bidders must be familiar with in order to conduct business with the Commonwealth. To view this terminology and to learn more about the COMMBUYS system, please visit the COMMBUYS Resource Center.

Multiple Quotes. Bidders may not submit Multiple Quotes in response to a Bid unless the RFR authorizes them to do so. If a Bidder submits multiple quotes in response to an RFR that does not authorize multiple responses, only the latest dated quote submitted prior to the bid opening date will be evaluated.

Quote Content. Bid specifications for delivery, shipping, billing and payment will prevail over any proposed Bidder terms entered as part of the Quote, unless otherwise specified in the Bid.

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).

Partnerships with certified diverse businesses: 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). Bidders must identify a commitment in the form of a specific percentage of sales made under the resulting contract that will be spent with an SDP Partner(s) on a Massachusetts fiscal year basis, using SDP Plan Form #1 – SDP Plan Commitment. This percentage commitment will extend for the life of any resulting contract.

This requirement extends to all bidders regardless of their certification status, and no bidder will be awarded a Contract unless and until the above requirement is met. Bidders may not list themselves or affiliates as SDP Partners. In order to ensure compliance with this section and encourage bidder participation, SDP Plans will be evaluated at 10% or more of the total evaluation score for all for Large Procurements (those with a total value of greater than $150,000). SDP Plan submission is encouraged but not required for Small Procurements (those with a total value equal to or less than $150,000).

Once an SDP commitment is approved, the agency will monitor the Contractor’s performance, and use the Contractor’s reported expenditures with M/WBEs, M/WNPOs, VBEs and SDVOBEs to fulfill their own SDP expenditure benchmarks. The Commonwealth reserves the right to contact SDP Partners at any time to request that they attest to the amounts reported to have been paid to them by the Contractor.

SDP Forms: Unless otherwise specified in the RFR, the following SDP forms are required to be submitted by the deadlines noted below in order to meet the mandatory participation requirements of the SDP:

In addition to the requirements above, all bidders must follow the requirements set forth in the Supplier Diversity Program (SDP) Plan Section of the RFR. During the life of the contract, the Commonwealth reserves the right to expand the range of certified business categories available for SDP partnerships to all those mentioned above and/or request reports on the Contractors’ spending with such certified business categories.

Supplier Diversity Program (SDP) Resources: Bidders may refer to the SDP Resources for Vendors and Contractors webpage for additional program information, training and compliance resources.

Agricultural Products Preference (only applicable if this is a procurement for Agricultural Products) - Chapter 123 of the Acts of 2006 directs the State Purchasing Agent to grant a preference to products of agriculture grown or produced using locally grown products. Such locally grown or produced products shall be purchased unless the price of the goods exceeds the price of products of agriculture from outside the Commonwealth by more than 10%. For purposes of this preference, products of agriculture are defined to include any agricultural, aquacultural, floricultural or horticultural commodities, the growing and harvesting of forest products, the raising of livestock, including horses, raising of domesticated animals, bees, fur-bearing animals and any forestry or lumbering operations.

Best Value Selection and Negotiation. The Strategic Sourcing Team or SST may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The SST and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.

Bidder Communication. Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the SST regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments electronically through COMMBUYS.

Contract Expansion. If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

Costs. Costs which are not specifically identified in the bidder’s response, and accepted by a department as part of a contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR.

Electronic Communication/Update of Bidder’s/Contractor’s Contact Information. It is the responsibility of the prospective bidder and awarded contractor to keep current on COMMBUYS 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 SST, including requests for clarification. The SST 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 SST to be lost or rejected by any means including email or spam filtering.

Electronic Funds Transfer (EFT). 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. Contractors are able to track and verify payments made electronically through the Comptroller’s Vendor Web system.