VEH103 Required Forms and Bid Response Documents Checklist.doc

VEH103 Required Forms and Bid Response Documents Checklist

(RFR Submission Checklist)

Bidders - Thank you for participating in the Bid for the Statewide Contract for VEH103 Windshield and Glass Replacement for Vehicles. Please use this Document for guidance and direction on how to successfully submit a Response to this Bid. Bids missing any of the forms below will be disqualified, take care to accurately complete and submit all forms below.

We wish all of you the best of luck!

Important Notes:

· Carefully read the VEH103 RFR and review all Bid Documents.

· Notice in the RFR Section 2: Estimated Procurement Calendar. This is the timeline for this procurement.

· Note that VEH103 RFR and any other documents pertaining to this procurement are subject to changes until the “Bid Amendment Deadline.”

· If you have any questions or concerns, please post on the Q&A portion of this Bid in COMMBUYS. The SSST will review, clarify and edit if necessary. Always use the most up to date RFR Version – date is noted on first page.

· All Bid Documents must be submitted in COMMBUYS in the same format originally posted in COMMBUYS - Word Document or Excel Sheet; unless otherwise noted.

· Bid Documents must also be returned with the following naming convention: [name of document]_[company name]. Each document contains guidance.

· Example: “VEH103 Bidder Information Form_CompanyABC”.

· Unless otherwise noted, mailed, emailed or scanned bids will NOT be accepted – All Bid Documents MUST go through COMMBUYS.

· Client Reference – give your clients enough time to complete their reference letter per RFR Section 3.1.4 and to mail/email directly to OSD Contract Manger, Lana Gunaratne, per instructions below.

COMMBUYS Information

For guidance on how to submit quotes in COMMBUYS use the following documents:

· VEH103 Bidder Response COMMBUYS Guidance

· VEH103 RFR: Section 5 and Appendices 1-3

· Job Aid: Create a Quote in COMMBUYS

· Training per Procurement Schedule on April 13th via Webinar.

COMMBUYS Bid Documents Checklist – to be submitted in COMMBUYS

1. VEH103 Bidder Information Form

2. VEH103 Bidder Business Reference Form

3. VEH103 Bidder Price Sheets

4. VEH103 Bidder Location Information Sheet

5. Supplier Diversity Form #1 (Scanned PDF OK) Additional OSD Required Forms Checklist – to be certified mailed; DO NOT post in COMMBUYS.

1. Commonwealth Standard Contract Form

2. Commonwealth Terms and Conditions

3. Massachusetts W-9 (not the Federal Form)

4. Authorized Signatory Form

5. Prompt Payment Discount Form

6. Electronic Funds Transfer Form

7. Reference Letters from 3 Clients –include “VEH103” in the body of letter (can be emailed directly from reference to Lalana.m.gunaratne@state.ma.us) Please be sure that the documents are completed with accurate information and the documents have ORIGINAL “wet signatures” where applicable. Copies will not be accepted. Send in by Bid Response Deadline.

Mail these documents certified to:

ATTN: Lana Gunaratne

Operational Services Division

1 Ashburton Place RM 1017

Boston, MA 02108 Bidder shall include a cover letter to accompany these Forms listing the following information: “Attached are VEH103 Required Forms for [Company Name].” Also Include: Company Address, Company Contact Name, and Company Contact Phone and Email.

Required Forms will be processed only if Bidder is awarded; otherwise they will be shredded and destroyed.

March 29, 2016