TANK RFR FINAL FOR PUBLICATION.docx

MASSACHUSETTS DEPARTMENT OF TRANSPORTATION HIGHWAY DEPARTMENT

OPERATIONS & MAINTENANCE SECTION

10 PARK PLAZA, BOSTON, MA 02116

A REQUEST FOR RESPONSE (RFR)

DOCUMENT TITLE:

Deicing Liquid Storage Tanks, Dispensing Systems & Bases

COMMBUYS Bid#: BD-21-1030-CPO1-CPO1-63278 Release Date: May 27, 2021

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on 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 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.

Section 1

RFR INTRODUCTION AND GENERAL DESCRIPTION

Section 1.1 Procurement Scope and Description

The Massachusetts Department of Transportation (MassDOT) seeks vendor(s) to furnish, deliver, install, and/or maintain anti-icing and de-icing liquid storage tanks, dispensing systems, and bases. The anti-icing and deicing systems are to be delivered and installed at specific MassDOT Depots to be determined later. All ‘bids’ shall apply specifically for work within specific District boundaries – see the links provided in the Section entitled “Section 6 - District-Specific Bidding”.

The solicitation herein provides each respondent the opportunity to establish a price for each of 17 bid items (see Section 3.12). The prices submitted will remain on record with the Department for the initial period of this SOW ending 6/30/2022.

Throughout the solicitation’s initial period, the Department likely will, acting on its own needs and schedule, require polyethylene tank acquisition, maintenance, or servicing needs at various depots across the Commonwealth. The Department will contact the ‘bidder’ or ‘bidders’ who have established (through this effort) prices in the system – to verify the details for a given assignment. Arrangements associated with the assignment, like: the anticipated pay items to be used; the quantities of each item; the timing or delivery expectations, and specific location(s) will be outlined, in writing, in advance of a formal ‘notice to proceed’ with the assigned work.

Payment of work, under the items established, will follow the successful completion and acceptance of the work.

No work assignments are guaranteed under this price solicitation effort. Nor does providing the lowest ‘bid’ price guarantee the vendor of any or all potential work assignments as all future work and how it is assigned will be at the discretion of the Department.

Section 1.2 Applicable Procurement Law

This Bid is issued under the following laws:

MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00

Section 1.3 Number of Awards

MassDOT intends to award multiple vendors and on an ass needed basis.

This is a Rolling Enrollment Contract. Under the rolling enrollment process, the RFR does not close, allowing bidders to respond at any point during the life of the solicitation. However, all contracts resulting from this RFR will expire simultaneously. The Department will not accept new bids that are received less than 4 months away from the maximum and final end date of the solicitation, unless determined necessary by the Strategic Sourcing Team.

Section 1.4 Eligible Entities

This solicitation will result in a Limited User Contract; Restricted to Use by MassDOT entities Only.

Section 1.5 Acquisition Method(s)

Fee for service and outright purchase

Section 1.6 Contract Duration

The length of the contract, specifically the contract start date, is dependent upon receiving properly executed award paperwork from the bidder. If award paperwork is received late, the full contract length may be less than indicated above. The contract end date shall remain the same for all vendors. No agreements for services may be executed after the Contract has expired.

Section 1.7 Estimated Value of the Contract

The estimated value of purchase(s) resulting from this Bid is greater than $150,000.00. MassDOT 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. The estimated value for this Bid was based on spending on previous, similar contracts.

Section 2

ESTIMATE 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.

Section 2.1 Amendment Deadline

MassDOT 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. MassDOT accepts no responsibility and will provide no accommodation to Bidders who submit a Bid based on an out-of-date posted information or on information received from a source other than COMMBUYS.

Section 3

SPECIFICATIONS

Specifications given below (for various components) will be applicable in the furnishing and delivery of these components in combinations – to fulfill Bid Items (see Section 3.12)

Section 3.1 Performance Specifications

It is the intent of this specification to describe an upright tank, constructed of polyethylene resins that will be used to contain anti-icing liquids used for winter pavement maintenance. Generally, such liquids have a specific gravity ranging from 1.23 to 1.35. Examples of the liquids used are sodium chloride, calcium chloride, magnesium chloride, potassium acetate and ethylene glycol. Additionally, this specification will describe an enclosed product pump, valve manifold and connecting hoses and valves used to dispense, load, offload and re-circulate liquid melting agents used for winter maintenance by MassDOT.

Bidders must meet the minimum specifications for the product, meet other specified requirements of this RFR and submit all required Attachments no later than the time and date as specified.

Section 3.2 Applicable MassDOT Specifications

All pertinent provisions of the Department's 2021 Standard Specifications for Highway and Bridges as applicable and not conflicting with these Special Provision shall govern.

The Department's 2021 Standard Specifications for Highways and Bridges is available at the State House Book Store in Boston or may be reviewed here: https://www.mass.gov/lists/construction-specifications

Section 3.3 Polyethylene Tank & System Components – Either 5,000 Gallon or 10,000 Gallon

The tank shall be designed to meet applicable ASTM standards for upright, linear polyethylene tanks containing liquids with a specific gravity of 1.9. The tank will further meet all applicable ASTM criteria for specifying acceptability for tanks intended for storing liquids at ambient temperatures in the state of Massachusetts. The hydrostatic design stress is 750 psi at 73° F. The tank shall have tapered side walls designed in accordance with ASTM D2837.

The tank shall be totally resistant to the effects of liquid calcium chloride, liquid magnesium chloride, sodium chloride brine and organic or chemical corrosion inhibitors.

The tank shall be equipped with a minimum of an 16" diameter manway that is secured by threaded bolts and nuts.

The tank fittings shall meet ANSI standards for pipe flanges and flanged fittings.

· The “5,000 gallon tank” shall have an maximum exterior diameter of 110", a maximum height of 192" with a straight wall capacity of at least 5,000 gallons.

· The “10,000 gallon tank” shall have an maximum exterior diameter of 144", a maximum height of 178" with a straight wall capacity of at least 10,000 gallons

The material used for rotational molding shall be virgin, high density polyethylene resins. The material shall be translucent to permit light to pass through the tank.

The tank shall meet ARM (American Society of Rotational Molders) standards for low temperature impact resistance. Test specimens will be taken from fitting locations of representative tanks, conditioned at -40° F for two hours and tested for impact resistance. Verification of low temperature impact resistance shall be provided by the manufacturer.

The tank shall have 3 lifting lugs integrally molded into the tank top to allow handling by equipment for installation. The lifting lugs shall also serve to secure the tank during high winds or seismic activity.

The tank shall be retrofitted with a calibrated exterior volumetric sight tube, enabling the tank operator to easily determine the volume of deicing solution remaining in the tank. The sight tube shall be in hydraulic connectivity with the solution in the tank, ensuring that the level of the volume in the calibrated sight tube is the same as the level of the deicing solution in the adjacent tank. The sight tube shall be marked by 1,000-gallon increments corresponding to the actual volume in the tank. The 1,000-gallon increments.

The side walls of each tank shall be ultrasonically tested for wall thickness verifying conformance to ASTM design standards. The test shall be made 6", 12", 24" and 36" above the tank bottom and at 0 degrees and 180 degrees with 0 being the tank manway and going counterclockwise per ANSI standard drafting specifications. A copy of the test results for each tank shall be attached to the tank at the time of delivery.

The tanks shall not have defects such as foreign inclusions, air bubbles, pinholes, pimples, crazing, cracking or delamination that could impair the serviceability of the vessel. The tank shall have flat spots molded into the side wall for installation of the bottom two fittings. All openings cut into the tank for fittings shall be neatly and precisely cut and deburred before fittings are installed.

Section 3.3.1 Threaded Bulkhead Fittings

Fittings shall be installed away from the tank knuckle radius and flange lines.

Section 3.3.2 Bolted Stainless Steel Fittings

Shall be installed as required by MassDOT. Fittings shall be constructed of Type 316 stainless steel. The bolted fittings shall have a minimum of 4 fully threaded 3/8" studs. Each fitting shall have an interior and exterior flange and matching gaskets. The gaskets shall be a minimum ¼" thickness and constructed of 40-50 durometer EPDM. A 2" inner diameter (i.d.) fitting shall be installed 10" above the tank bottom to serve as the primary withdrawal fitting. A 2" i.d. fitting shall be installed 48" above the tank bottom to serve as a suction fitting to recirculate the liquid in the tank by means of the attached modular dispensing system.

Section 3.3.3 Full Drain Tank Fitting

An integrally molded flanged outlet (IMFO), or a Snyder unitized Molded Outlet (SUMO) or approved equal shall be integrally molded into the tank sidewall during the rotational molding process allowing full drainage of liquid from the tank or flushing of accumulated sediment. The outlet shall be as close to the tank’s bottom as possible, and the midpoint of the outlet’s drain port shall be no more than seven (7) inches from the tank’s bottom.

Section 3.3.4 Non-Volumetric Tank Fittings (Primary Withdrawal, Recirculation, Full Drain)

Shall be equipped with a 2" female threaded exterior port, brass nipple, ¼ turn brass and stainless-steel ball valve, and brass 2" male camlock connector to receive a 2" brass, female camlock hose connection.

Section 3.3.5 U Vent

A 2" "U" vent with interior screen shall be installed on the top of the tank. The U vent shall be configured so that the screened opening faces the ground.

Section 3.3.6 Dispensing System for Anti-Icing Liquids

The dispensing system shall consist of a pump enclosed in a rotationally molded polyethylene enclosure to provide protection from the elements. It shall consist of the required connecting hoses, valves, and fittings to connect the storage tanks and brine making system (assumed present) to the pump. The hose connecting the tank to the pump shall include a sediment screening mechanism (see "in-line screen", below).

The dispensing system shall provide for the filling of truck mounted pre-wetting systems, the offloading of pre-wetting systems, the recirculation of liquids in the adjacent storage tank and brine making system (assumed present) and the loading and offloading of anti-icing tank trucks. In the event of errors or omissions in the specification, it is nonetheless the responsibility of the bidder to deliver and install a fully operational system in conformance with the technical and functional requirements of the specification to the satisfaction of MassDOT.

Section 3.3.7 Pump

The pump shall be self-priming centrifugal type with 2" suction port and 2" discharge port. It shall have the capability to be self-priming to a suction lift of 20' with wetted parts. It shall be capable of delivering 140 gpm of 11 pound per gallon liquid through a 2" discharge hose. It shall be equipped with a TEFC, 3 hp, 220V, pedestal mount electric motor. It shall have a stainless-steel housing, stainless steel impeller, heavy-duty carbon ceramic seal with buna elastomers, stainless steel cup and stainless-steel spring. The connecting motor shaft shall be stainless steel jacketed. The housing of the pump shall be prepped and painted with an epoxy base and corrosion resistant paint, respectively. The designed operating range of the pump shall include -30-deg F to 140-deg F.

Section 3.3.8 Pump Enclosure

To protect the pump, a two part rotationally molded enclosure shall be provided. The enclosure shall be 30"W x 32"L x 30"H (minimum dimensions). Holes cut to allow penetration of the enclosure by hoses and wiring shall be neatly cut and then sealed with silicone sealant. The bottom of the enclosure shall have four 1/8" drain holes to allow any accumulated liquid to drain. The pump and pedestal shall be mounted on a pressure treated frame to secure the pump/motor combination and to elevate it above the floor of the enclosure. The enclosure will be designed to allow easy and full access to the enclosed equipment. The design of the top shall incorporate an overlapping shingle effect to prevent intrusion of precipitation.

Section 3.3.9 Mounting Structure and Hose Tower

The enclosure shall be mounted on a base frame constructed of stainless-steel angles. 4" x 4" pressure treated blocks shall be attached to base frame to elevate the enclosure above ground moisture. An upright member constructed of stainless-steel angle shall support hose retainer spools capable of receiving a coil of 25' x 1" fill hose used for filling pre-wetting tanks. The 1" fill/offload hose will be fitted with a 1" brass camlock fitting for connection to the pump manifold and for attachment of a fill nozzle. A 1" ¼-turn brass valve will be provided on the fill nozzle side of hose. A second spool shall be capable of retaining 25' of reinforced 2" suction hose used for filling or offloading tank trucks. Also mounted on the upright member shall be a weatherproof, push button on/off pump control switch and a protected, exterior light that is activated when the pump is turned on.

Section 3.3.10 Multi-Purpose Manifold

On the exterior of the pump enclosure shall be a valved manifold assembled with brass pipe that allows for the following functions:

· filling of pre-wetting tanks (1").

· offloading of pre-wetting tanks (1").

· recirculation of liquid in the storage tank (2").

· loading of liquid anti-icing tank trucks (2").

· offloading of liquid anti-icing tank trucks (2").

· recirculation of brine in brine system (assumed present) and transfer of brine to storage tanks.

All terminations of the brass pipe manifold of the dispensing systems for the above-described functions shall be equipped with brass, male camlock connectors. All hose connections shall be equipped with matching brass, female camlock connectors. The end of the fill hoses that connect to the truck shall be equipped with a ¼-turn stainless steel ball valve and female, brass camlock connectors.

Section 3.3.11 Connection To Storage Tanks – Reinforced Suction and Discharge Hose

All suction and discharge hoses shall have an interior layer consisting of smooth EPDM reinforced with an exterior polyethylene helix to resist kinking. The hose shall also meet the following:

1" reinforced hose

· 1" i.d., 1.38" outer diameter (o.d.)

· 80 psi working pressure - 240 psi burst pressure

· minimum bend radius = 4"

· vacuum rating (in. Hg) = 28

· weight (pounds) per ft. = min. 0.23

2" reinforced hose

· 2" i.d., 2.49" o.d.

· 60 psi working pressure - 180 psi burst pressure

· minimum bend radius = 9"

· vacuum rating (in. Hg) = 28

· weight (pounds) per ft. = min. 1.21

It is the responsibility of the successful Contractor to supply all components required for connection to the related storage tanks and to complete the operational installation of the system to the satisfaction of MassDOT.

The Contractor shall install the 2" reinforced hose to connect the modular dispensing system with the tank. This will include the installation of a 2" brass "T", 2" stainless steel ball valve, two 2" brass hose barbs, 2" brass female camlock to connect to the male camlock fitting of the tank and approximately 20' of two-inch reinforced hose.

In-Line Screen The 2" hose which is described herein (which connects the tank to the dispensing system) shall include an in-line screen system ("Sludge Catcher" or equivalent) which will capture precipitate/sediment from the tank's discharge. This mechanism will protect both the pump and the downstream anti-icing vehicles being filled from the detrimental effects of the precipitate/sediment. Each in-line unit shall include three screens (the working screen and 2 spares). Between the tank and the in line screen, the 2" reinforced distribution hose shall include a 2" ¼-turn valve to enable the flow from the tank to be stopped in order to service the in-line screen unit.

Electrical Connection Shall be provided by MassDOT.

Section 3.4 Foundation Base for Tank Installation

The location of the base, tank and dispensing system shall be determined by MassDOT subject to a joint review by the contractor and MassDOT representative.

Section 3.4.1 Crushed Stone Base and Timber Form

A compacted crushed stone base consisting of ½" stone (Mass DOT specification M2.01.5) shall be constructed. The ½" crushed stone shall be contained by a 14' W x 14' L x 12" H pressure treated form constructed of two 6" x 6" pressure treated landscape timbers joined with 10" spiral landscape spikes driven at 24" intervals.

Each corner of the 14' x 14' form shall be connected by two stainless steel "L" brackets made of 2" x ¼" stainless steel flat bar. Each corner bracket shall be 18" x 18". Each corner bracket shall be attached to the pressure treated form with three, 3/8" x 4" corrosion proof lag bolts on each exterior face of the pressure treated form. ¼" diameter pilot holes will be drilled to receive the lag bolts to prevent splitting of the form.

Each corner of the 14' x 14' form shall be pinned to the ground by two, 5/8" x 36" lengths of rebar. The pressure treated form shall be pre-drilled to receive the rebar.

Section 3.4.2 Reinforced Precast Concrete Tank Pad

A precast concrete tank pad shall be placed on top of the compacted crushed stone base. The dimensions of the concrete pad shall be 11'8" W x 12' L x 8" H. The pad shall be constructed of 4,000 pounds per square inch compressive strength rated concrete and reinforced with #5 rebar, spaced 8" on center at the top and at the bottom of the slab. The pad shall have chamfered top edges. The pad shall have lift points for attachment of a sling for removal from truck and placement on the base.

Section 3.5 Protective Bollards

A highly-visible, protective Bollard shall be installed where directed by the Department - potentially at each of the 4 corners of the 14' x 14' form. The bollards are meant to prevent vehicular contact with the form. Each bollard shall be 7' in length with 5' visible above ground and 2' beneath the surface. The bollards shall be at least 6" in diameter, concrete filled, painted yellow, and finished with reflective tape.

Section 3.6 Training

The successful bidder will conduct a minimum of ½ hour of operation and maintenance training at each site upon the completion of installation.

Section 3.7 Warranty and Service

The tank shall be guaranteed, for a period of five (5) years, against defects and failures. All other components shall be guaranteed for a period of two years. The contractor shall employ trained technicians, maintain a full inventory of replacement parts and, in the event of a problem (either warrantied or non-warrantied), be responsive to the request for service within 24 hours of notification.

A copy of the guarantee shall be supplied with the bid.

Section 3.8 Repair / Replacement Parts “Starter Kit”

In addition to maintaining a full inventory of replacement parts, the contractor shall furnish a "repair parts starter kit" of essential replacement/repair parts for tank and/or dispensing system items that normally require periodic replacement. The kit should include such items as ¼-turn valves, hose clamps, fittings, gaskets, etc. The "starter kit" will enable the purchaser to avoid prolonged system down time while awaiting the delivery of needed repair/replacement parts.

Section 3.9 Demonstration of Equipment

Upon request by the purchaser, within 10 days of notification bidders shall be prepared to demonstrate the total capability of the system at a site within 135 miles of Boston.

Section 3.10 Delivery Requirements

The successful Bidders shall be responsible for the delivery and off-loading of the storage tanks and the dispensing system and for all shipping charges that may be incurred from the vendor's point of manufacture. Before installation, components will be inspected by the Department and those that do not conform to the specifications or are not in good condition before installation shall be replaced promptly by the contractor. If, after installation (but before acceptance), flaws and/or defects are then discovered, the Contractor will still be responsible for prompt replacement. All said costs must be included in the unit price of each storage tank and dispensing system.

Deliveries and installation shall be completed within 6 to 8 weeks from an order placed by MassDOT.

Deliveries to depot locations will only be accepted Monday through Friday, excluding State and local Holidays, between the hours of 7: 30am and 3:00pm unless prior arrangements have been made.

The Department must be notified at least forty-eight (48) hours in advance of all deliveries so that arrangements can be made.

Section 3.11 Delivery Locations and Estimated Quantities

Locations for the furnishing, installation, and delivery of the anti-icing and de icing liquid Storage Tank and Dispensing Systems are listed in the District-Specific Bidding section. Not every location shown in the District-Specific Bidding section will be scheduled for delivery of the Storage Tanks and Dispensing Systems. MassDOT reserves the right to add locations for the furnishing, installation and delivery of anti-icing or de-icing liquid Storage Tanks and Dispensing Systems for the entire duration of this RFR including extensions. Preliminary estimates indicate that, during the life of this contract, MassDOT may install between 40 and 60 liquid tanks. However, no such total is guaranteed.

Section 3.12 Bid Items

The Bid Sheet (enclosed) allows the Contractor to establish prices for the various deliverables described in the successful Bidders shall be responsible for the delivery and off-loading of the storage tanks and the dispensing system and for all shipping charges that may be incurred from the vendor's point of manufacture. The purchaser shall assist in the offloading of the tanks and dispensing units. Deliveries that do not conform to the specifications or are not in good condition upon receipt shall be replaced promptly by the contractor. All said costs must be included in the unit price of each storage tank and dispensing system.

Work under these Items consists of the Contractor furnishing and installing a complete, functioning, liquid storage tank / dispensing system in conformance with all specifications listed in Section 3.0.

Work that is incidental to this item includes furnishing and constructing the base; installing 4 protective bollards where directed; installing the tank system and all fittings and connections, including a pump and pump enclosure; providing a written warranty; supplying a repair/replacement part “starter kit”; and supplying training as detailed herein.

Compensation will be for the agreed-upon bid price of “Each” and will be paid upon successful installation and acceptance by the Department.

Work under these Items consists of the Contractor furnishing and installing a complete, functioning, liquid storage tank / dispensing system in conformance with all specifications listed in Section 3.0.

Work that is incidental to this item includes installing up to 4 protective bollards where directed; installing the tank system and all fittings and connections, including a pump and pump enclosure; providing a written warranty; supplying a repair/replacement part “starter kit”; and supplying training as detailed herein.

The furnishing and constructing of a base for the tank is not included in this item.

Compensation will be for the agreed-upon bid price of “Each” and will be paid upon successful installation and acceptance by the Department.

ITEM 5 FURNISH & INSTALL TANK BASE EACH

Work under these Items consists of the Contractor furnishing and installing a complete tank base installation in conformance with all the pertinent specifications listed in Section 3.0.

Work that is incidental to this item includes installing up to 4 protective bollards where directed. The tank base shall be sized for a 10,000 gallon, vertically oriented liquid storage / dispensing tank. No tank or equipment installations are a part of this Item.

Compensation will be for the agreed-upon bid price of “Each” and will be paid upon successful installation and acceptance by the Department.

Work under these Items consists of the Contractor furnishing and installing the components listed in the nomenclature title(s). All equipment shall be new and in conformance with the relevant specifications listed in Section 3.0.

All fittings are to “quick connect”-type, and are to include any ancillary clamps or gaskets.

Compensation will be for the agreed-upon bid price of “Each” and will be paid upon successful installation and acceptance by the Department.

Work under these Items consists of furnishing of the components listed in the nomenclature title(s). In the case of the System Pump, the Contractor shall also install the components – leaving in place an operating system. All equipment / parts furnished shall be new and in conformance with the relevant specifications listed in Section 3.0.

In the case of the Pump Rebuild Kit, the furnished components shall include bearings and seals to be an effective repair source for the existing pump identified by the Department.

Compensation will be for the agreed-upon bid price of “Each” and will be paid upon delivery (in the case of the Item 11 “Furnish Pump Rebuild Kit”) or successful installation and accepted by the Department (in the case of the new system pump.

ITEM 13 FURNISH & INSTALL COMPLETE MODULAR DISPENSING SYSTEM EACH

Work under these Items consists of the Contractor furnishing and installing a complete, functioning, liquid storage tank re-circulating, loading, and dispensing system in conformance with all specifications listed in Section 3.0.

Work that is incidental to this item includes a pump, pump enclosure, frame, hose spools, brass manifold, and all hoses and fittings to create a fully operational system as detailed herein.

Compensation will be for the agreed-upon bid price of “Each” and will be paid upon successful installation and acceptance by the Department.

Work under these Items consists of furnishing a set of components described in Section 3.8 of the specifications herein. All equipment / parts furnished shall be new.

Compensation will be for the agreed-upon bid price of “Each” and will be paid upon delivery and acceptance by the Department.

ITEM 16 MISCELLANEOUS PARTS (% MARK UP) % MARK-UP

The purpose of this “Item” is to establish an additional compensation amount for materials purchased by the Contractor (and received) by the Department. The submitted percentage amount will applied over the competitive acquisition price the Contractor has paid for various materials.

The materials to be purchased must be for work approved, in advance, by the Department. The Department may ask for proof of competitive material costs by requiring three (3) price quotes.

The percentage written into the bid sheet will be used to establish the ‘mark-up’ amount.

ITEM 17 SERVICE CALLS HOURLY RATE

Under this item, the Contractor will furnish a worker, possessing all pertinent licenses and/or certifications, to perform maintenance and repair on the various tank storage/dispensing components. The worker shall be in possession of all incidental tools, special apparel, and any required personal safety equipment, and a vehicle – inclusive to the price provided.

Before any worker arrives on site, the Contractor shall furnish a labor estimate for the Department. The estimate must be approved before commencing work and/or authorizing the use of this item.

Service calls shall include travel time – not to exceed two (2) hours per day’s work (at the contract rate). The Contractor shall secure access to MassDOT’s sites through MassDOT representatives, as most facilities are locked during non-business hours.

“Service Calls” will be paid for, by the unit “HOURLY RATE”, as established on the bid form. The amount established will include all the requirements and stipulations above.

Section 3.13 Pricing

The Bid Sheet must be filled in (in its entirety) with either dollar amounts ($) or mark-up percentages (%) for each the Department’s evaluation and consideration to make an “Award”.

Section 3.13.1 Best and Final Offers

MassDOT reserves the right to request a Best and Final Offer (BAFO).

Section 3.13.2 Contract Renewal Pricing

By submitting a response to this bid, the bidder agrees to hold all pricing, at submitted levels for the initial term of the contract. A review of pricing may be conducted prior to the time of contract renewal, at the request of the vendor.

Section 3.14 Payment

Compensation method shall consist of payments at the unit bid price of “Each” or reimbursement plus “Percentage”, or “Rate [per hour]” and shall include full compensation for materials, manufacture, shipping, installation, delivery charges, permits, offloading and placement at the site as directed by the purchaser.

MassDOT will only be responsible for those units ordered by an agent of MassDOT. MassDOT shall not be responsible for units ordered by any other purchaser, Authorities, Municipalities, Cities, Towns etc.

Section 3.15 Subcontracts

Prior approval from MassDOT is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. See “Performance of Work” below.

Section 3.16 Bidder’s Liability

The Bidder hereby agrees in its bid to indemnify MassDOT for the payment of any other claims or demands of whatever nature, which may arise, during the performance of work under any order issued pursuant to a contract awarded under this Request for Response.

The Bidder hereby agrees to release MassDOT from all liability in connection with the payment of damages, claims, freight charges, demurrage, cost of material and other claims or demands of whatever nature which may arise, during the Contractor's performance of work under any order issued pursuant to a contract awarded under this Request for Response.

The Bidder agrees that title, ownership and the incidents thereto of all materials to be purchased under any contract resulting from this Request for Response shall not vest in MassDOT until such materials are delivered and accepted.

Section 3.17 Performance of Work

Successful Bidders shall give their personal attention to the faithful performance of the work, shall keep the work under their personal control and shall not assign, by power of attorney or otherwise, nor sublet the work or any part thereof without the prior written consent of the purchaser. All assignments or transfers of any rights or interests in the contract by the Contractor shall be void, without the prior written consent of the purchaser.

If, at any time, satisfactory performance has not been made by the Contractor, he shall be notified in writing by the Department/purchaser to increase efforts to such an extent as may be deemed necessary. If, at any time, the Department/purchaser is of the opinion that the work or any part thereof is unnecessarily or unreasonably delayed, or if a Contractor fails to furnish, install and deliver an anti-icing and de-icing liquid storage tank and dispensing system on order, or has violated any of the provisions of these Specifications, the Department/purchaser may notify the Contractor in writing to cancel and discontinue deliveries. In such a case, the defaulted Contractor shall be responsible for any additional cost incurred and expense suffered by the Department/purchaser as a result of its action. Contractor may be prohibited from further performance under its contract. Such default may be considered in determining awards in future procurements by MassDOT.

Section 3.18 Failure to Perform Contractual Obligations

Problems with service quality, documentation, customer service and/or failure to adhere to any provisions of this RFR or MassDOT's standard operating procedures will be addressed by giving the Service Provider a specific period to correct the situation. MassDOT reserves the right to supplement contractor by soliciting another awarded Contractor or a bidder. If an Awarded Contractor is unable to maintain adequate delivery schedules, non-delivery or the products being delivered do not meet required specifications. When an Awarded Contractor does not comply with the contract, the Awarded Contractor shalt be responsible for any additional cost incurred and expense suffered by the MassDOT as a result of its action. An Awarded Contractor may be prohibited from further performance under this contract.

Section 3.19 Cancellation of Contract

Mass DOT reserves the right to terminate contracts upon a thirty-day written notice or terminate contracts IMMEDIATELY if the contractor does not conform to the terms and conditions of the contract or breaches any material element of the contract.

Section 3.20 Contract Management (Service Provider’s Interface with MassDOT’s Contract Manager

The Contractor shall provide an Account Manager and Regional Representative. The Contract Manager shall be responsible for oversight and management of contract performance and shall act as the contact person for receipt of notice and other communications between MassDOT and the Supplier. The Account Manager must respond within 24 hours to MassDOT. If a site visit is required, the Regional Representative must be present on site within 48-72 hours.

Account Manager

The Bidder must provide in its Response the name of at least one individual who will be the Account Manager for the contract term. This Account manager will be responsible for:

· Proper operation arid administration of the Contract by the Contractor.

· Responding in a timely manner and in writing unless instructed otherwise, to all requests from the Contract Manager.

· Supplying information and serving as liaison between the Contractor and MassDOT and Eligible Entities.

MassDOT may require the Contractor to relieve the Account Manager if:

· The Account Manager does not support the contract requirements.

· The Account Manager does not deliver work which conforms to the requirements demonstrated in this contract.

· Issues with the Account Manager that hinders effective functioning of the Contract.

Section 4

AUDIT

During the term of this Agreement and for a period of six years thereafter, MassDOT, its auditors, the Office of the Inspector General or other authorized representatives shall be afforded access at reasonable times to Service Provider's accounting records, including sales information on any system reports or files, in order to audit all records relating to goods sold or services performed pursuant to this Agreement. If such an audit indicates that Service Provider has underpaid MassDOT, then the Service Provider shall remit the underpayment and be responsible for payment of any costs associated with the audit.

Section 5

EVALUATION CRITERIA

The strategic sourcing team will evaluate responses to this bid on the following criteria and not in particular order:

SDP % commitment Overall pricing Business references (similar experience with State Agencies preferred) Overall best value to the Commonwealth

Section 6

DISTRICT-SPECIFIC BIDDING

It is MassDOT's intent to solicit contractor bids for tanks and dispensing systems for each of the agency's six Districts, which are regionally described here, and profiled in greater detail below in Exhibit 1: https://www.mass.gov/service-details/find-your-highway-district-office https://geo-massdot.opendata.arcgis.com/datasets/3399393a72f3424082dc5974f001cad8_0?geometry=-76.943%2C41.347%2C-66.489%2C42.775

Any contractor may submit bids to furnish, deliver, install and/or service new tanks and/or partial to full dispensing systems in any or all the six Districts. The contractor should be operationally able to respond to requests for warranted repairs or non-warranted service within 24 hours to any District it submits a bid for.

As it relates to the Bid Sheet, a Contractor wishing to bid across two or more Districts – with consistent pricing between Districts – may select multiple Districts at the top of the Bid Spreadsheet. However, a Contractor wishing to bid across two or more Districts – with District-specific pricing – shall select only one District, then provide pricing information specific to that selected District.

This will require contractors proposing District-specific price bids to submit separate bid sheets for each District they wish to bid for. Locations of facilities within each of MassDOT’s Districts (and District Areas, or Subdistricts) are profiled below. MassDOT reserves the right to include/add new facilities in any of the Districts over the life of this contract.

Section 7 To Be Submitted with Bid Response

Bid Spread Sheet

Scan of Insurance

PDF – ALL REQUIRED COMM OF MA FORMS

· EFT

· W-9

· Contractor Authorized signatory form

· SDP Form # 1

· Prompt Pay Discount Form

· Business Reference From

Section 8 HOW TO SUBMIT A BID RESPONSE

ALL BID RESPONSES SHALL BE UPLOADED DIRECTLY TO THE BID IN COMMBUYS; NO EXECPTIONS.

Steps for Bidders to Submit a Quote

1. Launch the COMMBUYS website by entering the URL (www.COMMBUYS.com) into the browser.

2. Enter Bidder login credentials and click the Login button on the COMMBUYS homepage. Bidders must be registered in COMMBUYS in order to submit a Quote. Each Vendor has a COMMBUYs Seller Administrator, who is responsible for maintaining authorized user access to COMMBUYS.

3. Upon successful login, the Vendor home page displays with the Navigation and Header Bar as well as the Control Center. The Control Center is where documents assigned to your role are easily accessed and viewed.

4. Click on the Bids tab

5. Clicking on the Bid tab opens four sections:

a. Request for Revision

b. Bids/Bid Amendments

c. Open Bids

d. Closed Bids

6. Click on the blue Open Bid hyperlinks to open and review an open bid

7. A new page opens with a message requesting you acknowledge receipt of the bid. Click Yes to acknowledge receipt of the bid. Bidders should acknowledge receipt to receive any amendments/updates concerning this bid.

8. After acknowledgement, the bid will open.

The top left half of the page contains the following information:

a. Purchaser

b. Department

c. Contact for this bid

d. Type of purchase

i. Open Market

ii. Blanket

e. Pre-Bid Conference details (if applicable)

f. Ship-to and Bill-to addresses

g. Any attachments to the bid, which may include essential bid terms, response forms, etc.

The top right half of the bid includes the following information:

h. Bid Date

i. Required Date

j. Bid Opening Date – date the bid closes and no further quotes will be accepted

k. Informal Bid Flag

l. Date goods/services are required

9. The lower half of the page provides information about the specific goods/services the bid is requesting.

10. Click Create Quote to begin.

11. The General tab for a new quote opens. This page is populated with some information from the bid. Fields available to update include:

a. Delivery days

b. Shipping terms

c. Ship via terms

d. Is “no” bid – select if you will not be submitting a quote for this bid

e. Promised Date

f. Info Contact

g. Comments

h. Discount Percent

i. Freight Terms

j. Payment Terms It is important to note that the bid documents (RFR and attachments) may specify some or all of these terms and may prohibit you from altering these terms in your response. Read the bid documents carefully and fill in only those items that are applicable to the bid to which you are responding.

Update these fields as applicable to the bid and click Save & Continue to save any changes and create a Quote Number. The page refreshes and messages display. Any message in Red is an error and must be resolved before the quote can be submitted. Any message in Yellow is only a warning and will allow processing to continue.

The following messages are received:

Terms & Conditions is not acknowledged – to resolve this, click on the Terms & Conditions tab and accept the terms. Your quote has not been submitted – information message; no action required

12. Click on the Terms & Conditions Tab. This tab refers to the terms and conditions that apply to this bid. The terms and conditions must be accepted before your quote can be submitted. If your acceptance is subject to any exceptions, those exceptions must be identified here. Exceptions cannot contradict the requirements of the RFR, or required Commonwealth standard forms and attachments for the bid. For instance, an RFR may specify that exceptions may or will result in disqualification of your bid.

13. Click the Items tab. The Items tab displays information about the items requested in the bid. To view additional details about an item, click the item number (blue hyperlink) to open.

14. The item opens. Input all of your quote information and click Save & Exit.

15. CONFIDENTIAL INFORMATION: If documents uploaded in your quote response contain confidential information (security sensitive, EFT, W9, Commonwealth Terms and Conditions), you must mark each item as confidential. The confidential column on the Attachments view allows the user to select whether the attached form is confidential or not. Place a check box under the confidential column for each confidential attached form.

16. Click on the Attachments Tab. Follow the prompts to upload and name all required attachments and forms and bid response documents in accordance with the instructions contained in the solicitation or bid documents. After uploading each individual file or form, click Save & Continue. After you have uploaded all required documents click Save & Exit. Be sure to review your attachments to make sure each required document has been submitted.

17. Click the Summary tab. Review the information and update/correct, as needed. If the information is correct, click the Submit Quote button at the bottom of the page.

18. A popup window displays asking for verification that you wish to submit your quote. Click OK to submit the quote.

19. The Summary tab redisplays with an updated Status for the quote of Submitted.

20. Your quote submission is confirmed only when you receive a confirmation email from COMMBUYS. If you have submitted a quote and have not received an email confirmation, please contact the OSD Help Desk at OSDHelpDesk@mass.gov - Phone: (617)720-3300 If you wish to revise or delete a quote after submission, you may do so in COMMBUYS: (1) for a formal bid, prior to the bid opening date, or (2) for an informal bid (which may be viewed upon receipt), prior to the opening of your quote by the issuing entity or the bid opening date, whichever is earlier.

Bidders may not submit Multiple Quotes in response to a Bid unless the Bid authorizes Multiple Quote submissions. If you submit multiple quotes in response to a bid that does not allow multiple quotes, only the latest submission prior to the bid opening date will be evaluated.

Section 9

APPENDIX 1 – REQUIRED TERMS

Section 9.1.1 Alterations

Bidders may not alter (manually or electronically) the Bid language, or any Bid component files, except as directed in the RFR. Modifications to the body of the Bid, specifications, terms and conditions, or which change the intent of this Bid are prohibited and may disqualify a Quote.

Section 9.1.2 Ownership of Submitted Quotes

MassDOT shall be under no obligation to return any Quotes or materials submitted by a Bidder in response to this Bid. All materials submitted by Bidders become the property of MassDOT and will not be returned to the Bidder. MassDOT reserves the right to use any ideas, concepts, or configurations that are presented in a Bidder's Quote, whether or not the Quote is selected for Contract award.

Quotes stored on COMMBUYS in the encrypted lock-box are the file of record. Bidders retain access to a read-only copy of this submission via COMMBUYS, as long as their account is active. Bidders may also retain a traditional paper copy or electronic copy on a separate computer or network drive or separate media, such as CD or DVD, as a backup.

Section 9.1.3 Prohibitions

Bidders are prohibited from communicating directly with any employee of MassDOT regarding this RFR except as specified in this RFR, and no other individual MassDOT employee or representative is authorized to provide any…