SP18-Equine-M82 RFR 11.14.17.doc

REQUEST FOR RESPONSE

Purchase of Police Horses and Associated Equipment/ Supplies

RFR #SP18-EQUINE-M82

COMMBUYS Bid #BD-18-1084-

The Commonwealth of Massachusetts

SECRETARY OF PUBLIC SAFETY

DEPARTMENT OF STATE POLICE

470 Worcester Road Framingham, MA 01702

Request for Response (RFR) Document Title: Purchase of Police Horses and Associated Equipment/ Supplies ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS Bid#: BD-18-1084- Agency Document Number SP18-EQUINE-M82 November 14, 2017

RFR Introduction and General Description

11.1 Procurement Scope and Description

11.2 Applicable Procurement Law

11.3 Acquisition Method:

11.4 Whether Single or Multiple Contractors are Required for Contract:

21.5 Entities Eligible to Use the Resulting Contract

21.6 Expected Duration of Contract (Initial Duration and any Options to Renew):

21.7 Anticipated Expenditures, Funding or Compensation:

Estimated Procurement Calendar

32.1 Written questions via the Bid Q&A on COMMBUYS

42.2 Locating Bid Q&A

42.3 Amendment Deadline

Specifications FOR equines and equipment ……………………………………..….

3.1 Police Service Specifications for Police Horses/ Equines…………………… ……..…5

3.2 Police Service Equine Specifications ………………………………………………..………6

DELIVERY ……………………………………………………………………………………………6

4.1 Warranty/ Guarantee ……………………...………………………………………………..…..6

4.2 At the Time of Delivery …………………………………………………………………………6

4.3 Immunization …………………………………………………………………………………….7

4.4 Price Quote ………………………………………………………………………………………7

4.5 Performance Expectations/ Measurements ………………………………………………..8

INSTRUCTIONS FOR SUBMISSION OF RESPONSES: ………………………………………8

5.1 Required Forms …………………………………………………………………………………8

EVALUATION PROCESS and CRITERA ………………………………..……………………9

1 RFR Introduction and General Description

1.1 Procurement Scope and Description

The Massachusetts Department of State Police (POL) seeks responses for the outright purchase of Police Horses on an as needed basis.

The MSP is also seeking the outright purchase of all related supplies/ equipment associated with the care and training of equines to include, but not limited to, the following areas: equine equipment and training aids; services, and any or all other items associated with care and training of equines.

This will be an Open Enrollment to allow vendors to be added to contract as needed.

SDP Requirements: If the contract exceeds $150,000 during the life of the contract, vendors will be required to submit quarterly reports (Form 3). Bidders are required to develop creative initiatives to help foster new business relationships with M/WBE’s and/or SDVOBE’s within the primary industries affected by this RFR in order to satisfy the compliance of this section and encourage bidder’s participation of SDP objectives.

Electronic Quote Submission Instructions

Bidders are advised that Massachusetts State police (1) restricts submission of written questions to the Bid Q&A tool and (2) requires all responses to be submitted using the online submission tools available to active COMMBUYS account holders only. Bidders are solely responsible to monitor this site for Bid amendments, if any. Bidders may monitor the record by frequently checking the Header Information for the list of Amendments. Bidders with active COMMBUYS accounts may also monitor the record through COMMBUYS email notification and record tracking tools enabled when a vendor acknowledges receipt of a bid. To establish a COMMBUYS account, bidders must select the Register link on www.commbuys.com and complete the online subscription process.

1.2 Applicable Procurement Law

Executive Branch Goods and Services

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Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

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** If federal funds are used, vendor cannot appear on the Federal Debarment List.

1.3 Acquisition Method:

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Fee-For-Service

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Outright Purchase

1.4 Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

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Single Contractor

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Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is Multiple Contracts.

b. Adding Contractors after initial Contract Award

This is an Open Enrollment Contract. The open enrollment process allows new bidders to submit responses after the initial selection period at specified intervals, or as deemed necessary by the Strategic Sourcing Team (SST).

The intent of this contract is to establish and maintain a list of pre-qualified contractors.

1.5 Entities Eligible to Use the Resulting Contract

Any Contracts awarded from this RFR are for the use for Massachusetts State Police, Department of Correction; Environmental Police; Department of Fire Services, as well as those agencies that are legislatively mandated within the MSP General Appropriation Act, at the discretion of the MSP (including MassPort and Pike).

1.6 Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

(96 mos) Identify the duration of options to renew and the number of such options (e.g. “two options to renew for one year each”)

Total Maximum Contract Duration

120 mos.

Initial Number of Years/Months for the Initial Term Plus All Renewal Periods

1.7 Anticipated Expenditures, Funding or Compensation:

Estimated Value of Procurement is unknown at this time. Amount is determined by need, as well as funding. Contract will not have a Maximum Obligation Amount- Rate Contract.

Contract prices will remain fixed during the initial contract period. Contractors will have an opportunity to request a price increase if an option to renew is offered. Contractors will need to submit written justification and supporting documentation with price increase requests. The Department of State Police does not guarantee that increase requests will be granted.

Federal Funds may be used to fund any part of this contract.

2 Estimated Procurement Calendar

This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

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 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.

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 SST 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. The SST 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 for EQUINES and Equipment:

The Massachusetts State Police (MSP) seeks responses for the outright purchase of Police Horses (Equines) fit for police work, on an as needed basis. Bidders are required to provide all of the above-mentioned types.

The MSP is also seeking the outright purchase of all related equipment associated with training of Equines to include, but not limited to, the following areas: Equine equipment and training aids, and any other items associated with care and training of equines, as well as services. The intent is to have an all-inclusive contract to cover all related needs of police equines.

The MSP is seeking multiple vendors.

It is highly desirable that bidders for the purchase of the Equine part of this RFR provide more than one type of Equine.

A bidder may not be disqualified if they only can only provide one type of associated items related to the care and training of equines.

The MSP may submit a request to add additional items related to Equines as new equipment comes available to the awarded vendors. It will be at the discretion of the SSST committee to award additional items based on the same criteria of awarding the initial RFR.

If additional funds become available during the contract duration period, the department reserves the right to increase the utilization of this contract and increase the purchase of related equipment.

3.1 Police Service Specifications for Police Horses/ Equines:

Equine must be of a breed type such as a Warmblood, Draft, or Draft Horse Cross.

Equines are to be bay or black in color. White legs and markings are acceptable. Other colors may be accepted if decided by the purchasing entity.

Equines are to be between the ages of 5 and 10 years of age. Other ages may be accepted if decided by the purchasing entity.

Equines must be gelded if male. Mares also accepted.

Equines must be acceptable under current police horse standards, specifically in the areas of:

Training of Horse:

Horse must be under saddle with solid working gates and aids of the walk, trot and canter. Horses must have, or be working towards (while under saddle), relaxation, rhythm, contact, impulsion, straightness and collection. Horses must be able to perform a shoulder in, travers, renvers, leg yield and rein back, turn of the forehand and haunches. Horses must be working in English tack. Horses must possess the ability to work in groups, and alone. Horses will be tested for temperament, structure deficiencies, and willingness to serve.

Sensory Training:

Horse must have been exposed to sensory training aids such as work with tarps, noise, gunfire, smoke, flags, water obstacles and other training aides deemed necessary. Horses will be tested in the areas of crowd control, sensory and obstacles;

Ground Manners:

Horses must have good ground manners, able to trailer, clip, crosstie, stand for farrier, stand for long lengths of time, bathe, stand for vet, be able to be turned out in a herd, non-aggressive, non-kicker, non-biter, etc.

Equines must have a gentle demeanor.

Equines must possess (tested for) gentleness, forwardness, ability to work alone and in groups.

Equine must be able to overcome the stress of:

· Gunfire

· Smoke

· Obstacles, bridges, balls, cones, noise, fireworks, walls, etc.

· Trailering

· Vet/ shots/ x-ray

· Ability to work alone, as well as with other equines

· Ability to work during the hours of darkness

· Must be able to adjust to new and varied environmental conditions.

Equine must be able to successfully complete course outlined in MSP training manual standards. The MSP may remove the equine from the course for any reason deemed necessary. The contractor is required to provide a replacement within sixty (60) working days, unless otherwise agreed upon. If no replacement, a full refund shall occur.

Additionally, equines can be returned to the vendor during the first three (3) months after purchase if the equine fails to maintain the standard based on the equine’s ability or fear, or for any other reason/concerns, for a replacement OR full refund decided by the purchasing entity.

3.2 Police Service Horse Specifications:

If the need for a trained equine occurs, pricing will be negotiated at time of order.

Travel to be negotiated. Option to have shipping met halfway available and to be negotiated.

4.0 DELIVERY:

Unless otherwise pre-negotiated and accepted by the MSP, the contractor is required to deliver the equine to the State Police Mounted Unit training facility, or delivery must be agreed upon prior to purchase. Timely deliveries will be part of this contract’s performance evaluation. Poor performance in this area may result in immediate termination of said contractor.

4.1 Warranty/ Guarantee:

Contractor shall replace equines within sixty (60) working days if any of the following requirements are not met.

4.2 At the Time of Delivery:

Equines must be of excellent medical condition. All equine shots must be up to date and must have their travel documents in place for purchase/ delivery. Medical screening documentation must be submitted a licensed Veterinarian with each horse provided by the contractor.

Equine medical screening shall be verified by a Massachusetts veterinarian contractor under contract with the MSP, prior to becoming property of the MSP. In the event the equine fails to meet the medical screening standard, the contractor shall assume all expenses of the screening verification process.

See Attached MSP medical Screening Verification Form.

4.3 Immunization:

Upon delivery, the equines shall be fully immunized for the following diseases:

· Influenza/ Rhinopneumonitis

· EWT

· West Nile Virus

· Rabies Virus

· Strangles The contractor shall guarantee that all equines will be free from said diseases and vaccinated for a period of six (6) months. The contractor shall guarantee that all equines will be free form genetic defects for one year. Written documentation of said vaccinations is required to be submitted upon delivery, no exceptions.

4.4 Price Quote:

For a bidder’s bid to be considered responsive, it must fully complete the Price Quote and upload to COMMBUYS.

The Price Quote is to state the cost per and to include any high volume purchase discounts.

The MSP is seeking firm pricing for the initial term of this contract. For renewal purposes, the contractor seeking price adjustments must submit to the Department 30 days prior to renewal such requests in writing to include market data to verify and document the reasoning for said requested adjustment.

The MSP is looking for pricing discounts and high volume purchasing discounts factoring options to renew beyond the initial duration.

The MSP is looking for the “best value” response that provides the greatest quantity of commodities and services, at the highest quality. Best value may include, but is not limited to, providing discounts, incentives, additional complementary commodities, price and services or other benefits to the Commonwealth. Best value is to be clearly and further defined by the bidder in their response and will be awarded extra points in the evaluation as determined by the evaluation team.

In addition, bidders who are responding to the equipment/ supply section should submit/upload a catalog or pricing sheets and indicate what their percentage off / mark up would be accordingly.

**Pricing will be strictly adhered to during the initial contract period. When a renewal option is offered, price increases can be requested but are not guaranteed.

4.5 Performance Expectations/ Measurements:

The selected bidder who receives a contract as a result of this RFR will be measured in the following areas for contract performance:

Price

The contractor is to provide the equine at the price as stated on the Price Quote, unless the price is less than stated on the Price Quote.. Any increase in pricing is not acceptable and may result in termination of the contract.

The contractor is to provide the equipment/ supplies at the price stated on the Price Quote, unless it is less than stated on the Price Quote. Any increase in pricing is not acceptable and may result in termination of the contract.

Delivery

The contractor is required to deliver the equines within a mutually agreed upon time. Timely deliveries are essential. Failure to deliver in a timely manner may result in penalties ranging from $500 to $1,000 and/or termination of the contract.

Warranty/Guarantee

The contractor shall replace equines within sixty (60) working days if at the time of delivery the equine is not in excellent medical condition as stated in Section 10.7 and Veterinarian Medical Screening Verification Form is completed, or fails to meet the standards as described in section 10.1. Failure to provide the Screening Form may result in penalties ranging from $500 to $1,000 per equine and/or termination of the contract.

Immunization

The contractor shall ensure that the equine is fully immunized for the diseases stated in 10.8. Failure to immunize according to Section 10.8 may result in penalties assessed at up to three times the cost of the equine and may result in termination of the contract.

5 INSTRUCTIONS FOR SUBMISSION OF RESPONSES:

Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Attachment: Instructions for Vendors Responding to Bids.

Any submission which fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

5.1 Required Forms:

Responses to this RFR must contain the following documents:

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The above attachments are available as attachments as part of the Bid record on WWW.COMMBUYS.COM.

6 EVALUATION PROCESS AND CCITERIA:

Contractors must submit responses that meet all the submission requirements of the RFR as defined in the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

The Department is looking for the “best value” response which provides the greatest quantity of services at the highest quality.

Criteria will include the following:

Price for Equines, PPD, SDP, Delivery; Warranty/Guarantee; Immunization; Added Value

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on � HYPERLINK "http://www.COMMBUYS.com" �www.COMMBUYS.com�. All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at � HYPERLINK "mailto:COMMBUYS@state.ma.us" �COMMBUYS@state.ma.us� or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.