Sign Shop RFR Reopening 9-11-23.pdf

Sign Manufacturing, Fabricating, Installation Materials, Supplies & Accessories RFR / COMMBUYS Bid#

BD-23-1030-0H100-0H110-92886

Document Sensitivity Level: High during development; Low once published.

THE COMMONWEALTH OF MASSACHUSETTS

Massachusetts Department of Transportation (MassDOT) - Highway Operations

10 PARK PLAZA, BOSTON, MA 02116

Request for Response (RFR)

Document Title: Sign Manufacturing, Fabricating, Installation Materials, Supplies & Accessories

COMMBUYS Bid#: BD-23-1030-0H100-0H110-92886

Project Info #: 122198

9/11/2023

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that may be found on COMMBUYS (www..com). Bidders are responsible for reviewing and adhering to all information, forms, and requirements for the entire Bid, which are incorporated into the Bid. Bidders also may contact the OSD Help Desk at OSDHelpDesk@mass.gov or by phone at 1-888- MA-STATE (627-8283). The OSD Help Desk is staffed from 8:00 p.m. to 5:00 p.m.

Monday through Friday, Eastern Time, except during federal, state, and Suffolk county holidays.

http://www.commbuys.com/ mailto:OSDHelpDesk@mass.gov

1 RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1 Procurement Scope and Description

1.2 Background information

1.3 Applicable Procurement Law

1.4 Number of awards

1.5 Adding Contractors after initial Contract award

1.6 Eligible Entities

1.7 Acquisition Method(s)

1.8 Performance and Payment Timeframes Which Continue Beyond Duration of the Contract

1.9 Contract Duration

1.10 Estimated Value of the Contract

1.11 Basis for estimated dollar value for this Contract (including all options to renew) ... 7

2 ESTIMATED PROCUREMENT CALENDAR

2.1 Written questions via the Bid Q&A on COMMBUYS

2.2 Locating Bid Q&A

2.3 Amendment Deadline

3 SPECIFICATIONS

3.1 Bidder Qualifications

3.1.1 Company experience

3.1.2 Financial stability including bankruptcy, litigation, and contract defaults

3.1.3 Employee requirements

3.2 Commodity Specifications

3.2.1 Category 1 - Large format digital printers and/or traffic series printers, materials, and accessories

3.2.2 Category 2 - Vinyl film and sheeting plotters, cutters, laminators, materials, and accessories

3.2.3 Category 3 - Sign blank covering machines and roller table applicators

3.2.4 Category 4 - Sign manufacturing, fabricating and installation supplies

3.2.5 Approvals and standards

3.2.6 Warranties and guarantees

3.2.7 Product evaluations and samples

3.3 Service Specifications

3.3.1 Emergency response plans/preparedness

3.3.2 Pre-installation

3.3.3 Installation

3.3.4 Post-installation

3.3.5 Geographic service and delivery areas

3.3.6 Disposal services, data erasure, ability to be recycled and end of life requirements

3.3.7 Service parts & service parts warranties

3.3.8 Requirements at Contract or engagement termination

3.4 Supplier Diversity Program

3.4.1 Program Background

3.4.2 Financial Commitment Requirements

3.4.3 Eligible SDP Partner Certification Categories

3.4.4 Eligible Types of Business-to-Business Relationships

3.4.5 Program Flexibility

3.4.6 SDP Plan Form Requirements

3.4.7 Evaluation of SDP Forms

3.4.8 SDP Spending Reports and Compliance

3.4.9 SDP Spending Verification

3.4.10 Program Resources and Assistance

3.5 Environmental Specifications

3.5.1 Executive Order 515, Establishing an Environmental Purchasing Policy

3.5.2 Environmental plan

3.6 Compensation Structure/Pricing

3.6.1 Cost Tables

3.6.2 Pricing for Commodities

3.6.3 Pricing for Services

3.6.4 Volume purchase discounts (VPD)

3.6.5 Dock Delivery Discounts (DDD)

3.6.6 Prompt Pay Discount

3.6.7 Shipping FOB Destination

4 OTHER TERMS

4.1 Continued qualification based on performance

4.2 Reporting

4.3 Adding commodities and/or services to the Contract

4.4 Pricing Updates

5 AUDIT

6 EVALUATION CRITERIA

6.1 Mandatory requirements

6.2 Desirable specifications

6.3 Alternatives

6.4 Evaluation Components

6.4.1 Price

6.4.2 Supplier Diversity Plan

6.4.3 Company experience

6.4.4 References and reference information and/or requirements

7 HOW TO SUBMIT A QUOTE

7.1 Quote Submission Method

7.2 COMMBUYS Quote Submission Training and Instructions

7.3 COMMBUYS Support

7.4 Bid Opening Date/Time

7.5 Quote Contents

7.5.1 RFR Submission Checklist

7.5.2 Electronic Signatures

7.5.3 Acceptable Forms of Signature

7.6 Limits and Restrictions

7.6.1 File Naming Conventions

7.6.2 File Size Limits

7.6.3 File Format Restrictions

7.7 Withdrawing a Quote

7.7.1 Prior to Bid Opening Date/Time

7.7.2 After Bid Opening Date/Time

7.8 Additional Quote Terms

7.8.1 Prohibition regarding contract terms

7.8.2 Bidder Response Form

8 APPENDIX 1 – REQUIRED TERMS FOR ALL RFRS

8.1 General Procurement Information

8.1.1 Alterations

8.1.2 Ownership of Submitted Quotes

8.1.3 Prohibitions

8.2 Terms and Requirements Pertaining to Awarded Contracts

8.2.1 Commonwealth Tax Exemption

8.2.2 Contractor’s Contact Information

8.2.3 Contractual Status of Orders and Service Contracts

8.2.4 Publicity

9 APPENDIX 2 - RFR - REQUIRED SPECIFICATIONS

10 APPENDIX 3 - INSTRUCTIONS FOR EXECUTION AND SUBMISSION OF

COMMONWEALTH STANDARD FORMS

10.1 Commonwealth Standard Contract Form

10.2 Commonwealth Terms and Conditions/Commonwealth IT Terms and Conditions ...27

10.3 Request for Taxpayer Identification Number and Certification (Mass. Substitute W9 Form)

10.4 Contractor Authorized Signatory Listing

10.5 Supplier Diversity Program Plan Form

10.6 Current Environmentally Preferable Products / Practices Form

10.7 Prompt Payment Discount Form

11 APPENDIX 4 – INSTRUCTIONS FOR VENDORS RESPONDING TO BIDS

ELECTRONICALLY THROUGH COMMBUYS

1 RFR INTRODUCTION AND GENERAL DESCRIPTION

1.1 Procurement Scope and Description

The Commonwealth of Massachusetts Department of Transportation (MassDOT), Highway Division is soliciting Bidders for the acquisition of materials, equipment and supplies for roadway and specialty sign manufacturing, fabricating and installation as well as the servicing of such equipment.

This contract will have four categories as outlined below:

1. Large format digital printers and/or traffic series printers

2. Vinyl film and sheeting plotters, and laminators

3. Sign blank covering machines and roller table applicators

4. Sign manufacturing, fabricating and installation supplies

1.2 Background information

This contract will replace the existing Silk Screening and Sign Shop Supplies contracts (#’s 88113, 88275, 99602 & 90101) which are set to expire in June 2023.

1.3 Applicable Procurement Law

This Bid is issued under the following law(s):

• MGL c. 7, § 22; c. 30, § 51, § 52; and 801 CMR 21.00 (Goods and Services)

1.4 Number of awards

The target maximum number of Contractors is 10 (ten). This is a target number; the Strategic Sourcing Services Team (SSST) may award more or fewer Contracts if it is in the best interests of the Commonwealth to do so.

1.5 Adding Contractors after initial Contract award

This is a rolling enrollment bid. Bidder quotes will be evaluated as they are submitted through

COMMBUYS.

1.6 Eligible Entities

Any contract resulting from this Bid will be open only for use by MassDOT and DCR.

1.7 Acquisition Method(s)

The acquisition method(s) to acquire goods and/or services from this Bid are Fee for Service, Outright Purchase and Term Lease.

1.8 Performance and Payment Timeframes Which Continue Beyond Duration of the Contract.

All term leases, rentals, maintenance, or other agreements for services entered into during the duration of this contract and whose performance and payment timeframes extend beyond the duration of this contract shall remain in effect for performance and payment purposes no longer than 6 months after final contract end date. No new leases, rentals, maintenance, or other agreements for services may be executed after the contract has expired. Any contract termination or suspension pursuant to this section shall not automatically terminate any leases, rentals, maintenance, or other agreements for services already in place unless the department also terminates said leases, rentals, maintenance, or other agreements for service, which were executed pursuant to the main contract.

1.9 Contract Duration

The expected duration of this contract is as follows:

Contract Duration Number of Options Number of Years/Months

Initial Duration 3 Years Renewal Options 2 2 Years Total Maximum Contract Duration

7 Years

No goods may be ordered and no new leases, rentals, maintenance, or other agreements for services may be executed after the Contract has expired.

1.10 Estimated Value of the Contract

The estimated value of purchase(s) resulting from this Bid is $3,500,000. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid.

Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders and are not to be relied upon as any indication of future purchase levels.

1.11 Basis for estimated dollar value for this Contract (including all options to renew) The “Estimated Value (US$)” for this Bid was based on sales data from fiscal years 2021 – 2023.

2 ESTIMATED PROCUREMENT CALENDAR

EVENT DATE

Bid Release Date 9/11/2023

Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

10/11/2023 5pm EST

Official Answers for Bid Q&A published (Estimated) 10/16/2023

Training for Online Quote Submission 9/21/2023 & 10/4/2023 https://www.mass.gov/doc/vendor-training-schedule/download

Bid Amendment Deadline / Online Quote submission begins. Bid documents will not be amended after this date.

10/30/2023

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)

7/31/2026 2pm EST

Notification of Apparent Successful Bidder(s) (Estimated)

TBD

Estimated Contract Start Date TBD

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.

2.1 Written questions via the Bid Q&A on COMMBUYS

The “Bid Q&A” provides the opportunity for Bidders to ask written questions and receive written answers from the SSST regarding this Bid. Bidders’ questions must be submitted through the Bid Q&A found on COMMBUYS (see below for instructions) and 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 questions submitted to the SSST 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 questions are accessible to the public. Bidders must not include information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Bidder’s https://www.mass.gov/doc/vendor-training-schedule/download https://www.mass.gov/doc/vendor-training-schedule/download company or other companies. The SSST reserves the right to edit or delete 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.

2.2 Locating Bid Q&A

Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Bidders access to the Bid Q&A page.

2.3 Amendment Deadline

The SSST reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The SSST and 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.

3 SPECIFICATIONS

Additional required terms appear in the Appendices to this RFR.

3.1 Bidder Qualifications

Bidder’s must meet all the qualifications as stated within this RFR and respond to all specifications requiring a response with respect to the Bidder’s company, rather than referencing the experience and qualifications of the Bidder’s partner(s), parent company, or subsidiary company(ies), unless otherwise specified.

3.1.1 Company experience

Bidder’s must be in the business of providing materials, equipment or supplies related to the manufacturing, fabricating, installation of roadway and specialty signs for at least the three (3) most recent consecutive years prior to the RFR submission deadline.

In the case of companies formed fewer than three (3) years prior to this date via merger, acquisition or some other means, the SST may consider the experience of all companies involved in the merger or acquisition.

3.1.2 Financial stability including bankruptcy, litigation, and contract defaults Bidders are required to submit the following:

o A document of tax compliance (Certificate of Good Standing from the Department of Revenue) or if unable to submit a Certificate of Good Standing, bidder must provide an explanation.

o Provide a list of any bankruptcy, litigation or contract defaults within the last five (5) years.

3.1.3 Employee requirements

Repair/Service Technicians must be qualified and hold all relative certifications necessary to repair or service equipment under this contract.

3.2 Commodity Specifications

The categories outlined below contain the specifications for the eligible commodities available on this contract. Bidders must indicate the categories in which they are bidding in Attachment A Bidder Response Form. Bidder must have staff capable of providing basic set up and training of equipment when delivered.

It is desirable that bidders offering printer ink offer remanufactured options if available.

A list of commonly purchased materials are included for a few of the categories below. Bidders are asked to provide their pricing for these items or provide a comparable alternative. MassDOT reserves the right to reject any of the alternatives offered at their own discretion.

3.2.1 Category 1 - Large format digital printers and/or traffic series printers, materials, and accessories This category includes large format digital printers and traffic series printers which are intended for printing roadway and specialty signs. This category also includes large format printable material, ink, accessories, repair and maintenance contracts and other related equipment.

Bidders must indicate if they are bidding on equipment, materials and accessories or both in Attachment A Bidder Response Form. If bidding on equipment, bidders must offer repair and maintenance plans and provide details in Attachment B Price File. A list of commonly purchased materials is included in Attachment B Price File.

3.2.2 Category 2 - Vinyl film and sheeting plotters, cutters, laminators, materials, and accessories This category includes vinyl cutting machines, plotters, and laminators. This category also includes accessories, parts, repair and maintenance contracts, various vinyl films, reflective sheeting, and other related equipment.

Bidders must indicate if they are bidding on equipment, materials and accessories or both in Attachment A Bidder Response Form. If bidding on equipment, bidders must offer repair and maintenance plans and provide details in Attachment B Price File. A list of commonly purchased materials is included in Attachment B Price File.

3.2.3 Category 3 - Sign blank covering machines and roller table applicators This category includes machines used for covering roadway sign blanks including roller, flatbed and multipurpose applicator tables. This category also includes all related accessories, equipment and repair and maintenance contracts.

Bidders must indicate if they are bidding on equipment, materials and accessories or both in Attachment A Bidder Response Form. If bidding on equipment, bidders must offer repair and maintenance plans and provide details in Attachment B Price File.

3.2.4 Category 4 - Sign manufacturing, fabricating and installation supplies This category includes the following commodities:

o Aluminum sign blanks with custom cuts and hole punch o Extruded aluminum panels, hardware, and accessories o Sign installation posts, hardware, mounting brackets, and accessories o Various sign substrates used in sign fabrication (woods, plastics, coroplast, acrylics) o Cleaning products including wipers and chemicals designed for sign shop applications

3.2.5 Approvals and standards

It is desirable that cleaning products (including chemicals) contain at least one Environmentally Preferrable attribute which is validated via a certification from an independent third party such as EPA Safter Choice, UL Ecologo or Green Seal.

3.2.6 Warranties and guarantees

All machines and equipment must include the original manufacturer’s warranty, a minimum of one year.

It is desirable that bidders offer extended warranties and service plans at no cost to the Commonwealth.

Bidders should describe their warranty process and availability of extended warranties and service plans in Attachment A Bidder Response Form.

3.2.7 Product evaluations and samples

Bidders may be asked to supply equipment samples to ensure compatibility or functionality before deployment to the field.

3.3 Service Specifications

Eligible services under this contract include the installation, maintenance, repair and training of supplied equipment.

3.3.1 Emergency response plans/preparedness

In a declared state of emergency where the safety and well-being of Commonwealth citizens are at risk, contractors may be asked to supply the Commonwealth with the commodities and/or services under the Contract on a priority basis. The Bidder’s Quote should include the following information within Attachment A Bidder Response Form:

• Indicate whether there is a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of an emergency.

• A list of emergency contact information including name, position/title, phone, email, and mobile phone.

• A list of the Bidder’s building location(s) that would be available to serve the Commonwealth during an emergency.

• A description of the areas of Massachusetts that the Bidder could supply in the event of an emergency (e.g., Entire State, Specific City, or Region).

3.3.2 Pre-installation

Contractors may be asked to conduct a pre-installation site visit at no additional cost.

3.3.3 Installation

Contactors will deliver, unpack, setup and provide basic training on purchased equipment during normal business hours, as defined by the purchasing entity (typically Monday-Friday excluding Massachusetts State holidays).

3.3.4 Post-installation

Contractor is expected to clean area and dispose of all packing and crating materials after installation and setup.

3.3.5 Geographic service and delivery areas

Bidders must be able to deliver goods and provide services across the entire Commonwealth.

3.3.6 Disposal services, data erasure, ability to be recycled and end of life requirements It is desirable that vendors offer a return and recycling program for empty ink cartridges and recyclable supply items for remanufacturing or recycling. Bidders must describe their recycling, buy back and/or trade-in allowances for the categories in which they are bidding on Attachment A Bidder Response Form.

3.3.7 Service parts & service parts warranties

Service/replacement parts must include the same warranty as the original equipment.

3.3.8 Requirements at Contract or engagement termination

It is the responsibility of the buyer to schedule the return of equipment and it is the vendor's responsibility to pick up the equipment within 10 business days of the scheduled return at no cost to the buyer.

3.4 Supplier Diversity Program

3.4.1 Program Background

Pursuant to Executive Order (EO) 565, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized by the Supplier Diversity Office (SDO).

3.4.2 Financial Commitment Requirements

All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise or non-profit organization. This SDP Commitment must be expressed as a percentage of contract sales resulting from this solicitation that would be spent with the SDP Partner(s).

After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum total SDP Commitment acceptable in responses to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

3.4.3 Eligible SDP Partner Certification Categories

SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

• Minority-Owned Business Enterprise (MBE) https://www.mass.gov/executive-orders/no-565-reaffirming-and-expanding-the-massachusetts-supplier-diversity-program https://www.mass.gov/info-details/learn-about-the-supplier-diversity-program-sdp https://www.mass.gov/supplier-diversity-office

• Minority Non-Profit Organization (M/NPO)

• Women-Owned Business Enterprise (WBE)

• Women Non-Profit Organization (W/NPO)

• Veteran-Owned Business Enterprise (VBE)

• Service-Disabled Veteran-Owned Business Enterprise (SDVOBE)

• Disability-Owned Business Enterprise (DOBE)

• Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE)

3.4.4 Eligible Types of Business-to-Business Relationships

Bidders and Contractors may engage SDP Partners in the following two ways:

• Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

• Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs.

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

3.4.5 Program Flexibility

The SDP encompasses the following provisions to support Bidders in establishing and maintaining sustainable business-to-business relationships meeting their needs:

• SDP Partners are not required to be subcontractors.

• SDP Partners are not required to be Massachusetts-based businesses.

• SDP Partners may be changed or added during the term of the contract provided the

Contractor continues to meet its SDP Commitment.

3.4.6 SDP Plan Form Requirements

All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet its SDP Commitment. Certified diverse Bidders may not list their own companies, or their subsidiaries or affiliates, as SDP Partners and may not meet their SDP Commitment by spending funds internally or with their own subsidiaries or affiliates.

Bidders may propose SDP Partners that are:

• Certified or recognized by the SDO: Such partners appear in the SDO Directory of Certified Businesses or in the U.S. Dept of Veterans Affairs VetBiz Vendor Information Pages directory.

After contract award (if any), spending with such partners will contribute to meeting the Contractor’s SDP Commitment.

• Not yet certified or recognized by the SDO: Such partners must be certified in eligible categories by a third-party certification body, such as another city or state supplier diversity certification office, the National Minority Supplier Development Council, the Women Business Enterprise National Council, Disability:IN, or the National LGBT Chamber of Commerce (NGLCC), but not listed in the above-mentioned directories. Self-certification is not acceptable.

While Bidders may list such proposed SDP Partners on their SDP Plans, spending with such partners will not contribute to meeting the Contractor’s SDP Commitment unless they apply https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.vetbiz.va.gov/basic-search/ https://nmsdc.org/mbes/mbe-certification/ https://www.wbenc.org/certification/ https://www.wbenc.org/certification/ https://disabilityin.org/what-we-do/supplier-diversity/get-certified/ https://www.nglcc.org/get-certified https://www.nglcc.org/get-certified for and are granted SDO supplier diversity certification or recognition. If proposed SDP Partners do not receive SDO supplier diversity certification or recognition, the Contractor must find alternative SDP Partners to meet their SDP Commitment.

It is the responsibility of the Contractor to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO after contract award (if any). The issuing department and the SDO will not conduct outreach to proposed SDP Partners to ensure their certification. Furthermore, no guarantee may be made that a proposed SDP Partner will be certified, or regarding the time it may take to process a proposed SDP Partner certification. Contractors may direct partners to the SDO’s homepage, www.mass.gov/sdo and the Certification Self-Assessment Tool for guidance on applying for certification.

It is desirable for Bidders to provide an SDP Focus Statement that describes the Bidder’s overall approach to increasing the participation of diverse businesses in the provision of products and services under this proposal/contract (subcontracting) and in the Bidder’s general business operations (ancillary products and services). Such a description may include but not be limited to:

• A clearly stated purpose or goal.

• Specific types of diverse and small businesses targeted.

• Which departments/units within the business are responsible for implementing supplier diversity.

• Types of opportunities for which diverse and small businesses are considered.

• Specific measures/methods of engagement of diverse and small businesses.

• An existing internal supplier diversity policy.

• Public availability of the Bidder’s supplier diversity policy.

It also is desirable for Bidders to use the SDP Plan Form to describe additional creative initiatives (if any) related to engaging, buying from, and/or collaborating with diverse businesses. Such initiatives may include but not be limited to:

• Serving as a mentor in a mentor-protégé relationship.

• Technical and financial assistance provided to diverse businesses.

• Participation in joint ventures between nondiverse and diverse businesses.

• Voluntary assistance programs by which nondiverse business employees are loaned to diverse businesses or by which diverse business employees are taken into viable business ventures to acquire training and experience in managing business affairs.

3.4.7 Evaluation of SDP Forms

To encourage Bidders to develop substantial supplier diversity initiatives and commitments as measures valuable to the Commonwealth, at least 25% of the total available evaluation points for this bid solicitation shall be allocated to the evaluation of the SDP Plan submissions. Because the purpose of the SDP is to promote business-to-business partnerships, the Bidders’ workforce diversity initiatives will not be considered in the evaluation.

3.4.8 SDP Spending Reports and Compliance

After contract award, Contractors shall be required to provide reports demonstrating compliance with the agreed-upon SDP Commitment as directed by the department, which in no case shall be less than annually.

https://www.mass.gov/forms/take-the-certification-self-assessment

Only spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in the U.S.

Dept of Veterans Affairs VetBiz Vendor Information Pages directory shall be counted toward a Contractor's compliance with their SDP Commitment. Spending with SDP Partners that do not appear in the directories above shall not be counted toward meeting a Contractor’s SDP Commitment.

It is the responsibility of the Contractor to ensure they meet their SDP Commitment. The SDO, and the issuing department assume no responsibility for any Contractor’s failure to meet its SDP Commitment.

3.4.9 SDP Spending Verification

The SDO and the contracting department reserve 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.

3.4.10 Program Resources and Assistance

Contractors seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

3.5 Environmental Specifications

Bidders are encouraged to offer remanufactured ink and a solution for the recycling/buyback of used toner cartridges.

3.5.1 Executive Order 515, Establishing an Environmental Purchasing Policy Products and services purchased by state agencies must comply with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Questions concerning the EO or the appropriate specifications may be directed to OSD’s EPP Procurement Program, www.mass.gov/epp. The Order may be seen at https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy.

3.5.2 Environmental plan

Beginning the first year of the Contract and throughout the life of the Contract, awarded Bidders must agree to work with the SSST to examine the feasibility of implementing an environmental plan. The objective of this requirement is to actively encourage suppliers to incorporate sustainable practices throughout their business operations and further market such practices to Contract users. Such a plan may include, but not be limited to, the following:

• Implementing energy efficiency initiatives at the corporate level in line with Executive Order 484, such as lighting retrofits, purchase of energy from renewable sources, use of bio-heat fuel, and other energy reduction technologies.

• Encouraging environmental initiatives at the corporate and/or manufacturing level for the purpose of reducing the impact of manufacturing on the environment; such as clearly identifying recycled content of packaging on the packaging, providing product life cycle https://www.sdo.osd.state.ma.us/BusinessDirectory/BusinessDirectory.aspx https://www.vetbiz.va.gov/basic-search/ https://www.vetbiz.va.gov/basic-search/ http://www.mass.gov/sdp mailto:sdp@mass.gov https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759 http://www.mass.gov/epp https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy https://www.mass.gov/executive-orders/no-484-leading-by-example-clean-energy-and-efficient-buildings?_ga=2.100925761.1741219494.1633353146-758386467.1632336759 https://www.mass.gov/executive-orders/no-484-leading-by-example-clean-energy-and-efficient-buildings?_ga=2.100925761.1741219494.1633353146-758386467.1632336759 assessments, working toward the elimination of ozone-depleting chemical usage in the manufacturing or refining process (where applicable), and conducting internal environmental auditing related to pollution control.

• Adopting standards and/or obtain certifications, where applicable, for product development and manufacturing processes such as, but not limited to. LEED, ISO 14001, Cradle to Cradle (C2C) Protocol, Green Seal, Environmental Choice, and others.

• Using alternative fuel vehicles for delivery or transportation purposes and/or vehicles equipped with diesel emission control devices and operating such vehicles with guidance on anti-idling initiatives.

• Working with the SSST to develop and distribute information and/or materials to Commonwealth customers about the Awarded Bidder’s/Contractor’s environmental practices and initiatives throughout the term of the Contract.

• Developing a plan to implement the recycling of materials used or produced in normal business operations.

• The SSST may award points to Bidders who provide evidence that measures and initiatives such as these are in place within their operations, and/or for written proposals submitted with their Quote detailing a commitment to action contingent upon receipt of a Contract award.

(See the Additional Environmentally Preferable Products / Practices form on COMMBUYS).

3.6 Compensation Structure/Pricing

3.6.1 Cost Tables

Compensation will be based solely on the cost tables or catalogs supplied by the Bidder and accepted by the SSST. Cost tables must contain all goods and services to be provided on this Contract.

Compensation will be based on these cost tables, which will form the basis for the Contractor’s catalog.

Bidders must submit their catalogs/line card and/or price files as an attachment with their bid submission.

Bidders must provide pricing expressed in U.S. dollars and net of all discounts and promotions, using the appropriate tab within Attachment B Price File. In addition, the percent discounts from MSRP/List Price for each manufacturer whose products are included in the bid must be provided in their respective tabs.

This pricing is a ceiling price and contractors may offer lower pricing at any time.

3.6.2 Pricing for Commodities

Pricing for commodities on this contract should be expressed as a % off of MSRP/List price, per unit price or as a price per square foot. Please refer to each tab within Attachment B Price File for additional details.

3.6.3 Pricing for Services

Pricing for services under this contract should be expressed as either an hourly rate or a monthly/annual rate for service or maintenance agreements.

3.6.4 Volume purchase discounts (VPD)

It is desirable that Bidders offer a volume purchase discount percentage off based on the total units. If a VPD is provided, it is desirable that the invoice shows the amount of the VPD and deducts it from the total amount of the invoice. This is desirable for both manual and electronic invoices, if electronic invoice are provided.

3.6.5 Dock Delivery Discounts (DDD)

It is desirable that Bidders offer a Dock Delivery Discount. Dock Delivery means delivery to the door or loading platform of the purchasing entity with no additional services provided by the vendor. Liability for product delivery will remain with the contractor until accepted and signed for by the purchasing entity.

3.6.6 Prompt Pay Discount

All Bidders must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the Bidder can provide compelling proof that it would be unduly burdensome.

3.6.7 Shipping FOB Destination

Contractors must deliver supplies statewide. Delivery must be FOB destination with no delivery or travel expenses paid by the Eligible Entity.

4 OTHER TERMS

4.1 Continued qualification based on performance

4.2 Reporting

Contractors are responsible for compliance with all contract reporting requirements including, but not limited to, Supplier Diversity Program (SDP) and other contract reports, as required by this contract.

4.3 Adding commodities and/or services to the Contract

Awarded Vendors may add or remove commodities or services introduced or removed from the market by the manufacturer at any time provided the commodities or services fall within the scope of the contract.

4.4 Pricing Updates

Awarded Vendors must maintain the discount percentage throughout the life of this contract, however, vendors may increase its discount percentage at any time.

Awarded Vendors must hold their prices for the first twelve (12) months of this contract. After this period, Awarded Vendors may request to update their MSRP/List Price on an annual basis. As part of this request, vendors must include documentation which supports the request for an increase.

5 AUDIT

During the term of this Agreement and for a period of six years thereafter, Massachusetts Department of Transportation (MassDOT), Highway Division, its auditors, the Operational Services Division, the Office of the Inspector General, or other authorized representatives shall be afforded access at reasonable times to Contractor’s accounting records, including sales information on any system, reports or files, to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that Contractor has materially overcharged Massachusetts Department of Transportation (MassDOT), Highway Division, then the Contractor shall remit the overcharged amount and be responsible for payment of any costs associated with the audit.

6 EVALUATION CRITERIA

Bidder scores will be used to rank Bidders and will determine which Bidders will proceed to subsequent stages of the evaluation and/or enter negotiations with the Commonwealth to receive a Contract award.

6.1 Mandatory requirements

Mandatory Specifications must be met for a Bid to be evaluated and may be used to disqualify Bidders. In addition, certain mandatory specifications have desirable components that may be evaluated by the SSST.

The SSST reserves the right, in its discretion, to determine if non-compliance with a Mandatory Specification is insignificant or may be easily corrected.

Bid sections that include terms such as: “must,” “shall,” “will,” and “required” are mandatory. Failure to meet the requirements of a mandatory specification without providing an alternate that is acceptable to the evaluators may result in the disqualification of a Bidder's proposal.

6.2 Desirable specifications

Desirable specifications may be scored according to the Evaluation Criteria.

RFR specifications prefaced with language such as: “desirable,” “could,”” may,” ”should,” “preferably,” “prefers,” “suggested,” and ”requested” identify a desirable or discretionary item or factor that is considered by the Purchaser to be “desirable.” The Purchaser has listed all desirable specifications which will receive points in the evaluation criteria.

6.3 Alternatives

A Quote that fails to meet any material term or condition of the Bid, including the submission of required attachments, may lose points or be deemed unresponsive and disqualified. Unless otherwise specified, Bidders may submit Quotes proposing alternatives that provide equivalent, better, or more cost-effective performance than achievable under the stated Bid specifications. These alternatives may include related commodities or services that may be available to enhance performance during the period of the Contract.

The Quote should describe how the alternative achieves substantially equivalent or better performance than those described in the Bid specifications.

The SSST will determine if a proposed alternative method of performance achieves substantially equivalent or better performance. The goal of this Bid is to provide the best value of commodities and/or services to achieve the goals of the procurement.

6.4 Evaluation Components

The following components will be some of the criteria considered by the SSST when evaluating each Quote:

• Price

• Supplier Diversity Plan

6.4.1 Price

Please note that price will carry a significant weight in the evaluation process.

The following price components may be evaluated:

• Volume purchase discounts

• Dock Delivery Discounts

• Prompt Pay Discounts (PPD)

6.4.2 Supplier Diversity Plan

Bidders responding to this RFR are required to submit a Supplier Diversity Plan. Requirements for the Supplier Diversity Plan are included in Section 3. At least 25% of the total available evaluation points for this bid solicitation shall be allocated to the evaluation of the SDP Plan submissions.

6.4.3 Company experience

6.4.4 References and reference information and/or requirements

7 HOW TO SUBMIT A QUOTE

All Bidders may begin creating and compiling Quote materials as soon as the Bid and all attachments are in the Sent document status in COMMBUYS. Bidders are instructed not to submit Quotes before the Bid Amendment Deadline has been reached (see Estimated Procurement Calendar).

7.1 Quote Submission Method

Online Quote Submission via COMMBUYS is required.

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 home or landing page. Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active COMMBUYS account for the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

7.2 COMMBUYS Quote Submission Training and Instructions

The following resources are provided to assist Bidders in submitting Quotes:

• Appendix 3, Instructions for Vendors Responding to Bids Electronically through COMMBUYS, which is part of this document;

• Training sessions focused on online Quote submission, if offered, are noted in the Estimated Procurement Calendar;

• An online job aid on How to Create a Quote

• Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through

COMMBUYS.

http://www.commbuys.com/ https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.screencast.com/t/GMJLKkilF12 https://www.screencast.com/t/GMJLKkilF12

7.3 COMMBUYS Support

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

Website: Go to www.mass.gov/osd/commbuys to access COMMBUYS resources, including new bid postings, job aids, and training schedules for buyers, among others.

Email: Send inquiries to the OSD Help Desk at OSDHelpDesk@mass.gov

Telephone: Call the OSD Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 a.m. to 5:00 p.m., Monday through Friday Eastern Time, except on federal and state holidays.

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

7.4 Bid Opening Date/Time

All Bids must be posted in COMMBUYS before the specified date, month, year, and time displayed as the Bid Opening Date/Time in the Header Information section of the Bid in COMMBUYS. Times are Eastern Time. All Bidders are advised to allow adequate time for Bid submission by considering potential online submission impediments such as Internet traffic, Internet connection speed, file size, and file volume. OSD 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. COMMBUYS will not accept Bids submitted after the Bid Opening Date/Time deadline.

7.5 Quote Contents

Bidders must comply with the requirements below.

7.5.1 RFR Submission Checklist

Strategic Sourcing Services Teams seek to reduce the number of Bidder disqualifications based on incomplete submissions. Therefore, Bidders must complete and submit the RFR Submission Checklist and all documents referenced in the Checklist.

7.5.2 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 of the Bid in COMMBUYS. By selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid, the submitter attests that she/he/they is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that she/he/they has read and assented to each document’s terms.

7.5.3 Acceptable Forms of Signature

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3. Electronic signatures affixed using a digital http://www.mass.gov/osd/commbuys mailto:OSDHelpDesk@mass.gov tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

7.6 Limits and Restrictions

7.6.1 File Naming Conventions

Files submitted via COMMBUYS must follow the file naming convention specified below. The Description entered during the file upload process ensures each file is readily identified by Company Name and content. The File Name assigned by the Bidder as stored on their computer or network must be structured such that each file may be processed by the upload tool. The upload tool will reject file names that includes spaces or symbols, such as brackets [ ] that some systems apply when downloading files from the Internet.

RFR Section or Quote Component

Description Enter in COMMBUYS during upload

File Name Assign when creating files

Attachment A: Bidder Response Form

Company Name Bidder Response Form CompanyName_Bidder Response Form

Attachment B: Price File Company Name Price File CompanyName_Price File.xls Section 3.1.2 Certificate of Good Standing

Company Name Certificate of Good Standing CompanyName_COGS

Section 3.4 SDP Plan Company Name SDP Form 1 CompanyName_SDPform1.doc Section 3.6.6 Prompt Pay Discount Company Name PPD CompanyName_PPD.doc Section 7.5.1 RFR Submission Checklist

Company Name RFR Checklist CompanyName_RFR Checklist

7.6.2 File Size Limits

COMMBUYS will not accept files that approach or exceed 10 MB. If a large file fails to upload, the Bidder must save the contents as multiple files. Note the naming conventions used above and add _Part 1, _Part 2, etc. at the end of the file name. If a large file fails to upload, bidders must break up the file and append _Part1, _Part2 to the end of the Description and File Name.

7.6.3 File Format Restrictions

All scanned documents must be in .pdf or .gif format, and must be scanned in such a way that they may be read on a computer monitor and printed on 8 1/2” x 11” paper, unless otherwise specified. Forms provided for the Bidder to complete, with the exception of the forms requiring ink signatures, must be completed and sent via email to the Commonwealth Contract Manager in their original formats. These Forms should not be scanned and submitted as PDFs or other file types.

7.7 Withdrawing a Quote

7.7.1 Prior to Bid Opening Date/Time

Quotes may be withdrawn using the “Withdraw Quote” button offered under the Summary tab of a submitted Quote in COMMBUYS.

7.7.2 After Bid Opening Date/Time

Quotes may not be withdrawn after the Bid Opening…