VEH113 Fleet Management Service Request for Response Amended 6.14.2021.docx

COMMONWEALTH OF MASSACHUSETTS

OPERATIONAL SERVICES DIVISION

Request for Response (RFR)

Document Title: Fleet Management Services

Agency Document Number: VEH113

COMMBUYS Bid#: BD-21-1080-OSD03-SRC01-62290

June 3, 2021 Amended June 7, 2021 Amended June 14, 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. Bidders are responsible for reviewing and complying with all Bid requirements. Bidders may contact the OSD Help Desk at COMMBUYS@mass.gov or at 1-888-MA-STATE for technical assistance with COMMBUYS. The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern time, as applicable, except on federal and state holidays.

Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case by case basis. A Bidder requesting accommodation must submit a written statement which describes the Bidder’s disability and the requested accommodation to the contact person for the RFR. The SST reserves the right to reject unreasonable requests.

Revision History

REQUEST FOR RESPONSE Fleet Management Services

Document Sensitivity Level: High during development; Low once published. Template v 3.0.0

REQUEST FOR RESPONSE Fleet Management Services

Table of Contents Page iv Document Sensitivity Level: High during development; Low once published.

INTRODUCTION AND BID OVERVIEW

Summary Description of Procurement The Commonwealth of Massachusetts and the Fleet Management Services Strategic Sourcing Team (SST) are soliciting Bidders for the acquisition of Fleet Management Services. The resulting Contract will serve as the primary Statewide Contract used by Executive Agencies of the Commonwealth for the goods and services covered by the Contract. The resulting Contract will replace VEH84A.The Contract will also be available for use by other Eligible Entities.

The Commonwealth seeks vendors to provide Fleet Management Services in the following categories:

Category 1: Vehicle Maintenance Management Category 2: Crash Management and Subrogation Category 3: Risk Management

The Risk Management category in VEH113 is a new category and was not previously available under VEH84A. Vehicle Maintenance Management and Crash Management and Subrogation were available under VEH84A and have been updated to reflect current information.

The intention of this contract is for any vehicles or equipment regardless of Gross Vehicle Weight Rating (GVWR). Office of Vehicle Management will manage vehicles up to 26,000 lb. GVWR for Commonwealth Executive Agencies and any other vehicles or equipment over the 26,000 lb. GVWR will be the sole responsibility of the Agency/Department to manage.

Estimated Procurement Calendar

Pre-bid Conference

June 15, 2021 10:00 am - 11:00am https://attendee.gotowebinar.com/register/2665831227616066315

Training for Online Submission – Contractors that have not previously submitted electronic quotes via COMMBUYS are strongly encouraged to attend training Dates and Times Available:

June 8, 2021 1:00-2:30 pm June 22, 2021 9:30-11:30 am June 23, 2021 1:00-2:30 pm July 7, 2021 10:00-11:30 am

Online Webinar:

This interactive webcast provides instructions on several activities: Locating and responding to bids; Using the bid Q&A feature; Creating a quote response; Revising a Quote response. Access the webcast here.

Late bids will not be considered.

*See Appendix 2, "Training for Vendors Responding to Bids On COMMBUYS" for instructions on how to register for live webinar and additional trainings that may be helpful to prospective bidders.

Visit https://www.mass.gov/doc/vendor-training-schedule/download for additional Instructor-Led Training and Webinar dates.

Times are Eastern Time (US), as displayed on the COMMBUYS system clock 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.

Submission of Bid Questions The “Bid Q & A” function in COMMBUYS allows Bidders to ask written questions and receive written answers regarding this Bid. To locate the 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.

All questions must be submitted through the Bid Q & A page. Questions must be asked prior to the Deadline stated in the Estimated Procurement Calendar. The Strategic Sourcing Team (SST) reserves the right not to respond to late questions. Bidders are responsible for verifying that their questions are recorded in COMMBUYS and appear on the Bid Q & A page.

Questions submitted to the SST outside of COMMBUYS will not be answered.

Content entered must be suitable for public viewing. Bidders must not include inappropriate content, including but not limited to, information that could be considered personal, security sensitive, inflammatory, incorrect, or collusory. The SST reserves the right to edit or delete any inappropriate content.

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

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

At the SST’s discretion, the Bid Amendment Deadline may be extended. Should this occur, the “Deadline for Quotes/Responses” shall be extended as well. As stated above, it is the responsibility of the bidder for checking the Bid record in COMMBUYS for revisions and updates.

Pre-bid Conference The Pre-bid Conference is a web conference conducted by the SST for the purpose of informing prospective Bidders about general Bid information and answering questions from prospective Bidders. Attendance is optional, but attendance is highly encouraged. Please refer to the Pre-bid Conference section of the Header Information for this Bid in COMMBUYS for any updated information, including the location, time, and date of the Bidders’ Conference. https://attendee.gotowebinar.com/register/2665831227616066315

Late Bids will not be Considered Bid responses must be received in full by the bid opening date and time shown on COMMBUYS ("Bid Opening Date/Time", i.e., the Deadline for Quotes/Bid Responses). Proposals received after the deadline will be ineligible for consideration and deemed non-responsive. Each bidder/offeror must submit all required bid response forms electronically through COMMBUYS. When submitting a quote electronically through COMMBUYS, please allow sufficient time to complete any online forms and upload documents. If you are in the middle of uploading your proposal when the deadline is reached, the system will stop the process and you will be unable to submit your Quote. It is recommended that Quotes be submitted as far in advance as possible before the deadline to allow time to obtain assistance from the OSD Help Desk if needed.

Debriefing The SST will conduct debriefings for unsuccessful Bidders, if requested within 14 calendar days of notification that your Quote has not been selected for an award. Debriefing guidelines will be provided in advance prior to the debriefing.

Additional Bid Information Anticipated Contract Duration:

The initial term of this Contract is five (5) years. In addition, this Contract has one (1) option to renew of up to two (2) years with a maximum possible contract duration of seven (7) years.

Estimated Value of the Contract The estimated number of vehicles serviced resulting from this Bid is 3,500-5,000. The estimated dollar value was $8 million dollars for Fiscal Years 2019 and 2020 and was derived by reviewing the current Commonwealth of Massachusetts Fleet for executive agencies.

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.

The estimated use for Risk Management is unavailable as it is a new category.

Estimated Number of Awards The target maximum number of Contractors is five (5) for the contract. The SST may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

Contract renewals will be offered at the sole discretion of OSD. At a minimum, offers to renew will be contingent upon satisfactory contractor performance, compliance with reporting requirements, and adequate sales volume.

Adding Contractors after initial Contract Award If, over the life of the Contract, the SST determines that additional Contractors should be added in order to meet the requirements of the Commonwealth, these may first be drawn from qualified companies which responded to this Bid but were not awarded contracts and/or the Bid may be reopened to obtain additional Quotes.

Acquisition Method(s):

Entities Eligible to Use the Resulting Contract Any Contract(s) resulting from this Bid will be open for use by the following entities:

· Cities, towns, districts, counties and other political subdivisions;

· Executive, Legislative and Judicial Branches, including all Departments and elected offices therein;

· Independent public authorities, commissions and quasi-public agencies;

· Local public libraries, public school districts and charter schools;

· Public hospitals owned by the Commonwealth;

· Public institutions of higher education;

· Public purchasing cooperatives;

· Non-profit organizations that are doing business with the Commonwealth;

· Other states and territories with no prior approval by the State Purchasing Agent; and

· Other entities when designated in writing by the State Purchasing Agent.

Each eligible entity is responsible for executing its own purchase orders and paying its own invoices for goods and/or services acquired from this Contract. Contractors will be responsible for marketing their goods and/or services to Commonwealth Agencies and other eligible entities.

ADDITIONAL INFORMATION ON PROCUREMENT SCOPE

Procurement Exclusions

· Bulk ordering of Tires, this can be done on VEH109 or successor contract.

· Ordering of tires without other vehicle maintenance services

· Windshield or glass replacement or repair without other vehicle maintenance services; this should be done on Statewide Contract VEH103 or any successor contract.

Bidder Qualifications Company experience Business background Bidders must complete the Bidder response form. The bidder shall submit on the Bidder Response Form a profile of the firm’s operations, including but not limited to the years the bidder has been in business (minimum of five years), experience in the Fleet Maintenance and/or Fuel Card services and a description of bidder's current business in Massachusetts.

Years in the industry of the Bid Bidders must have been in the business of providing Fleet Management Services for at least the five (5) most recent consecutive years prior to the RFR submission deadline (See RFR Section 1.2, Estimated Procurement Calendar).

In the case of companies formed fewer than five (5) 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.

Employee and/or business technical/business experience, certifications, licenses The bidder shall submit on the Bidder Response Form a brief description of the designated contract manager’s experience that will be responsible for the overall management, reporting and ensuring adherence to the performance measures of this contract during normal business hours.

Continuity of Operations Plan (COOP) Bidders should 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, this should be available upon request.

Emergency Response Capabilities In a declared state of emergency where the safety and wellbeing of Commonwealth citizens are at risk, contractors may be asked to supply the Commonwealth with the services under this Statewide Contract on a priority basis. The Bidder’s Quote should include a list of emergency contact information including name, position/title, phone, email, and cell phone.

Financial stability including bankruptcy, litigation, and contract defaults Bankruptcy, litigation, and contract defaults Bidders must provide a list of any outstanding contingencies, such as lawsuits or other claims or charges, against the Bidder related to performance of the services sought under this RFR.

Tax Compliance Bidders must certify compliance with all Commonwealth tax laws, including MGL c62C, §49A. More information regarding these DOR documents are posted at http://www.mass.gov/dor.

Default, Litigation, Bankruptcy Bidder must state if there are any past pending legal actions including contract defaults, litigation and bankruptcy, and / or any purposeful business name change due to contract defaults, litigation, or bankruptcy. The past is defined as the three years prior to the opening of this solicitation.

References and reference information and/or requirements Bidders must provide all requested information on the Business Reference Form for three (3) business references State or Local Government entities with a fleet over 1,000 vehicles. In completing this form, note that the “Bidder” is the name of the company submitting a Quote in response to this Bid and the “RFR Name/Title” and the “RFR Number” can be found on the cover of the RFR document and in the Short Description field of the Header Information section of the Bid on COMMBUYS. Also, please note that: “Reference Name” is the name of the organization (if not applicable, then name of the individual) that is providing the reference; “Contact” is the name of the individual inside the organization that will provide the reference; and the “Address,” “Phone #” and “Fax/Internet Address” are those of the “Contact” so that the SST may be able to reach them.

COMMODITY and SERVICE specifications Category 1; Fleet Vehicle Services The SST reserves the right, at any point during the life of the contract, to limit the scope and/or establish additional qualifications, specifications, or other requirements, for services subcontracted under this contract.

Service Specifications The Bidder must have an established network of service providers available for repair service, including relationships with foreign auto dealers and service providers and/or dealers of EV’s, BEV’s, and HEV vehicles. These repair services must be available throughout the Commonwealth of Massachusetts and the network must provide adequate geographic coverage. The services will be used by the Commonwealth’s Fleet of passenger cars, vans, trucks, and equipment up to a GVW of approximately 26,000 pounds. Higher GVWR equipment and vehicles may be maintained under the contract at the sole responsibility of the Eligible Entity.

The Bidder must submit with its bid a listing of current vehicle service providers in Massachusetts. This listing must be detailed by telephone area code and by city location for each group of service providers, for example, Chain Accounts, Dealership Service Stations, Auto Body/Collision Repair Shops, and Independent Service Stations. This information should also be able to be sorted by Light Duty and Heavy-Duty Specific Vendors and EV, BEV and HEV’s.

Vehicle Maintenance Management services to be provided for the Commonwealth will include, but are not limited to the following:

· 24/7 toll free call center operation

· ASE Certified Maintenance staff

· Preventative Maintenance Service

· Full-service repairs including but not limited to: Drivetrain, steering, suspension, braking, electrical, exhaust, diagnostics, and specialty upfits

· State inspections

· Statewide coverage of in-network repair vendors

· Ability to request new in-network vendors

· Ability to repair/service specialty equipment, including but not limited to, wheelchair vans & lifts and emergency response vehicles

· Ability to use out-of-network vendors for repairs

· Customizable repair authorization thresholds

· Manufacturer warranty assistance

· Ability to work with OEM request partial/goodwill post-warranty coverage

· 24/7 roadside assistance

· Statewide coverage

· Lockouts, tire changes, jump-starts, towing, recovery, etc.

· Ability to provide service for Light/Med/HD vehicles

· Ability to provide service for specialty equipment such as wheelchair vans, firetrucks, and emergency response vehicles

Crash Management & Subrogation services to be provided for the Commonwealth will include, but are not limited to the following:

· 24/7 toll free call center operation and claims reporting

· Ability to provide First Notice of Loss (FNOL)

· Management of the Crash Repair and Subrogation Process

· ICAR-trained certified collision adjusters

· Ability to provide estimates

· Statewide coverage of in-network repair vendors

· Ability to request new in-network vendors

· Ability to provide service for Light/Med/HD vehicles

· Ability to repair/service specialty equipment, including but not limited to, wheelchair vans and lifts and emergency response vehicles

· Ability to use out-of-network vendors for repairs

· 24/7 roadside assistance

· Immediate assistance with towing and safety concerns

· Statewide coverage

· Towing, recovery, etc.

· Ability to provide service for Light/Med/HD vehicles

· Ability to provide service for specialty equipment such as wheelchair vans, firetrucks, and emergency response vehicles.

· Subrogation Recovery Program

· Ability to pursue all expenses associated with a subrogate loss

· Ability to pursue drivers with no/insufficient insurance coverage

· Ability to escalate to collection service

· Ability to escalate to litigation

Risk Management services to be provided for the Commonwealth will include but are not limited to:

· Ability to customize a risk management program based on individual account need

· Ordering electronic Motor Vehicle Records (MVR)

· Motor Vehicle Record results must utilize a uniform and consistent point system across all states

· Ability for scheduled, ad hoc, and incident-based requests

· Ability to provide online driver safety training

The Bidder must make a concerted effort to identify and add service providers when needed. If the Bidder is unable to secure additional service providers, as requested by the Commonwealth, notification must be sent to the OSD Contract Manager.

The Bidder must agree to honor any reasonable requests from the Commonwealth’s Fleet Administrator and/or Agency Fleet Administrators for expanded any preventive maintenance and general repair services.

Additional Services It is sought out that the Bidder can provide the following services, however they are not required services. This information should be submitted in the Additional Services Checklist.

Vehicle Maintenance Management Services:

· Asset based management opposed to transaction-based management

· Customizable PM schedules

· Weekly upcoming PM calculated by miles/days & 1st of month State Inspection coming due reports for that month.

· weekly overdue reporting

· Additional statewide coverage of in-network repair vendors

· Statewide mobile service options

· Statewide mobile state inspection providers

· Ability to repair/service specialized vehicles (fire trucks, etc.)

· Online vendor locator tool

· Adherence to Industry Standard Parts and Labor Pricing

· Cap on parts markup percentage

· Adherence to labor time repair guidance (ex. Alldata, Mitchell, Chilton, etc.)

· Vendor audits

· Confirm accuracy of presented repair

· Confirm parts markup & labor time

· Ability to provide vehicle rental

· Statewide coverage

· Ability to provide specialized vehicles and equipment

· Mobile vehicle and equipment washing

· Ability to provide recommendations for repair vs disposal based on industry standard valuation guides

· Recall tracking & reporting

· Provide vehicle transport options capable of redistributing operational vehicles throughout the state

· Priority towing service for “emergency response” agencies

· Administer our Statewide tire contract for replacement tires, VEH109 or replacement

· Administer our Statewide Auto Glass contract for windshield replacements, VEH103 or replacement

Crash Management and Subrogation Services:

· Asset based management opposed to transaction-based management

· Ability to retrieve police reports

· Ability to provide independent appraisals as needed

· Ability to repair/service specialized vehicles (fire trucks, etc.)

· Ability to provide recommendations for repair vs disposal based on industry standard valuation guides

· Adherence to Industry Standard Parts and Labor Pricing

· Cap on parts markup percentage

· Adherence to labor time repair guidance (ex. Alldata, Mitchell, Chilton, etc.)

· Vendor audits

· Confirm accuracy of represented repair

· Confirm parts markup & labor time

· Ability to provide vehicle rental

· Statewide coverage

· Ability to provide specialized vehicles and equipment

· Priority towing service for “emergency response” agencies

· Subrogation Recovery Program

· Ability to credit the account

· Ability to provide physical check upon request

· Member of Arbitration Forums for negotiation

· Administer statewide tire contract for replacement tires, VEH109 or replacement

· Administer statewide Auto Glass contract for windshield replacements, VEH103 or replacement

Risk Management Services

· Customizable points system based on Motor Vehicle Records and reported accidents

· Ability to provide behind the wheel driver training

· Ability to monitor telematics data to perform risk assessments

· Ability to provide driver risk profiling

· Ability to provide recommendations pertaining to fleet safety policies

· Ability to provide scheduled and ad hoc reporting

· CDL compliance management as required by law

· Driver Qualification Files

· Random Substance Abuse Checks

· Random Alcohol Checks Vehicle Towing and Roadside Assistance The below information must be provided in the Bidder Response Form.

Please explain towing and roadside assistance procedures with contact people, phone number, and response time relative to the time that the request is made.

The Commonwealth maintains an expectation that the Bidder will facilitate towing services within a 60-minute period of receiving the call for service. This will be the Estimated Time of Arrival from call to arrival of service.

The Bidder should be willing to arrange for reimbursement of third-party towing in emergency situations where the Commonwealth is unable to utilize the Contractor’s towing services. Reimbursement shall be based on Department of Public Utilities (DPU) rates.

Explain in detail the procedure that you would have in place to facilitate the location of disabled vehicles and how to deliver vehicles to the closest vehicle repair facility. Please include time frames that would be initiated from the initial call of the disabled vehicle.

Call Center The Bidder must provide a toll-free “800” telephone number to a 24/7 call center which provides access to automotive certified representatives. These representatives should be well versed in all aspects of the programs subscribed to and adequately respond to all questions/requests. Call center staff should ask necessary questions to be able to recommend the most appropriate in-network vendor to ensure the best possible service experience and value. Additionally, representatives should provide clear direction to callers and if necessary, connect callers with specific needs to the specialized members of their team for resolution.

The Bidder must provide referral service via the Service Dispatcher and the toll-free “800” telephone number twenty-four (24) hours, seven (7) days per week, including holidays.

The Bidder must have a full time minimum staff of ten (10) automotive certified reps available to serve the Commonwealth with twenty-four (24) hours, seven (7) days per week availability, to respond to service requests from agencies using the “800” service telephone number. The full-time staff must have experience in vehicle maintenance with qualifications based on previous experience as a mechanic and/or vehicle service advisor. The staff must adequately respond in a timely manner to requests for services to a fleet of vehicles the size and scope of the Commonwealth’s fleet. The peak hours are between 8:00 a.m. and 8:00 p.m. Monday through Friday. The Commonwealth also reserves the right to request additional Staff, as requested through the Contract Manager.

The bidder shall provide initial supply of decals/replacements at no additional cost with basic provider contact information including the “800” number to the 24/7 call center that agencies can affix to vehicle dashboards/interior windshields. Decals shall be approximately 2.5” x 3.5” and in contrasting colors so the contact info is immediately at hand for vehicle operators.

Customer Satisfaction The Bidder must maintain customer satisfaction in the following areas:

· Delivery of product will be as specified in this RFR.

· Product Support, including but not limited to providing price lists and brochures and technical information, will be maintained as specified in this RFR.

· The Bidder must electronically distribute Customer Satisfaction Surveys to all Commonwealth customers to determine their satisfaction on this Contract. This Survey must be disseminated, collected, and submitted on a Quarterly basis, or as deemed necessary by the SST, at no cost to the Commonwealth. OSD reserves the right to edit survey content if necessary, to address any issues or needs of the Commonwealth.

Transaction Approval Maintenance should be approved by the Bidder prior to commencing work to ensure that the proposed maintenance is proper and acceptable under this contract. Verbal authorization over the telephone is sufficient approval. The approval of each transaction should be clearly documented and available for inspection by the SST or fleet administrators at their request. For repair request over the account threshold, the bidder must obtain repair authorization from the designated account contact.

Preventive Maintenance Services The Bidder must provide a network of service providers that can provide preventive vehicle maintenance services. Preventive maintenance schedules shall be defined by the manufacturer’s service recommendations for warranty protection.

The Bidder should be capable of and willing to send reminders of routine maintenance to multiple designated account contacts as needed. These reminders should be tailored to the criteria of each agency and should be vehicle specific. Reminders may be in the form of reminder-cards or may be sent electronically to the above-mentioned account contacts.

General Repair Services General repairs shall include, but are not limited to:

· Drivetrain

· Steering, Suspension & Alignment

· Braking

· Tune up & PM services

· Cooling System & HVAC

· Exhaust, radiator, and shocks

· Front end repairs and alignment

· Electrical system

· Windshield/glass repair

· Repair or replace tires

Other Repair Services Other repair services shall include, but are not limited to:

· Transmission

· Batteries

· Towing service to an appropriate service provider or other designated location as requested by the responsible agency

Bulk ordering of tires will be handled by another Statewide Contract, VEH109 and any replacement contract. Tire repair and replacement as well as windshield repair or replacement is allowed under this contract. It is understood that purchase of tires will be limited under any contract resulting from this RFR. The Bidder should work with the Statewide Contract vendors for tires to administer and facilitate tire repair or replacement and obtain Statewide Contract Pricing.

Eligible services This Contract shall cover Preventive Maintenance Services, general repairs, other approved repairs, and will cover tires and windshield /glass replacement and repair.

Training The Bidder must have ASE Certified (or equivalent as determined by the SST) representatives assigned or available to the Commonwealth. Approximately 25% of the representatives in the call center must be certified. Indicate how many representatives staff your call center at any given time, including those that hold certification in the Bidder Response Form.

ICAR certification is mandatory for Accident Management.

A copy of all certifications must be uploaded as an attachment. Failure to provide information will result in disqualification.

Returns/Disposal No additional surcharges or fees related to waste disposal will be allowed to be incurred by the eligible entity.

Warranties Availability guarantees of service, service parts, accessories, and supplies The Bidder must coordinate the facilitation of “hard to find parts” and deliver as soon as possible within a reasonable time and work with the end user.

Warranties and Recalls The Bidder must coordinate vehicle warranty services on behalf of various state agencies, including recoveries after the expiration date of the warranty.

The Bidder must track open and closed recalls on enrolled vehicles.

Manuals and Catalogs Bidders awarded any contract resulting from this RFR must submit all advertising literature relative to this contract, that may be intended for mailing to Commonwealth customers, including but not limited to brochures and catalogs to OSD Contract Manager for review by the SST, for awarded categories only, prior to it being provided to any Eligible Entity.

Contractor must provide, on a quarterly basis, a complete listing of its network of service providers and the services offered. The listing must be sent to the OSD Contract Manager within five business days following the end of each Commonwealth fiscal quarter. At a minimum, the listing must be by telephone area code and by city location and indicate any new service provider(s). It is desirable that this listing be available online and is updated as providers are added or as the network changes.

Open box, remanufactured and refurbished equipment & supplies provisions Remanufactured or Reconditioned is defined as products or equipment partially or fully manufactured from existing product materials where such materials are cleaned and repaired to the extent possible and reused in the new product or equipment in accordance with the original manufacturer’s specifications. All unusable parts are to be removed and replaced with new or remanufactured parts, which meet OEM standards and any governing standards/regulations.

Whenever possible, repairs shall be made with after-market parts unless otherwise requested. It is the responsibility of the Contractor to ensure that all maintenance providers in their networks are aware of and adhere to the Commonwealth’s standards. Bidders shall include with their submission a copy of the guidelines provided to their network of service providers to ensure compliance with this paragraph. This should be uploaded as a separate attachment from other documents and labeled accordingly.

General Specifications Geographic coverage The geographical coverage for this contract is Statewide Services. The Bidder must be able to cover the entire Commonwealth of Massachusetts, including Nantucket and Dukes Counties. Bidder’s will be asked for a list of in-network locations throughout the Commonwealth of Massachusetts.

Ordering and Quotes Responding to Buyer’s quote requests is a requirement of this contract. Contractors choosing not to bid must respond to COMMBUYS quote requests with a “no bid” by selecting the “Is No Bid” checkbox on the General tab of the quote. Similarly, Contractors choosing not to bid on quote requests received outside of COMMBUYS must respond with a “no bid”.

Contractors must provide a quote that clearly identifies all commodities, materials, services and/or requirements which may incur costs for the Eligible Entity. All quotes must be for only products and/or services that Contractor is awarded to sell under this Statewide Contract. Furthermore, Contractors may not bill Eligible Entities for costs not identified in the quote, accepted by the SST, and agreed to by the Eligible Entity unless otherwise specified.

Environmental Specifications In 2009, Executive Order 515, establishing an Environmental Purchasing Policy for Executive Departments, was signed. View the Environmentally Preferable Products (EPPs) Procurement Program General Information, Requirements and Guidance for detailed information about the program at https://www.mass.gov/doc/epp-general-information-requirements-and-guidance/download.

Environmental Benefit Claims/Labeling Environmental benefit claims concerning products or services must be consistent with the Federal Trade Commissions’ Guides for the Use of Environmental Marketing Terms. Product environmental claims are to include the industry standard the product meets and certifier. Vendors must agree to offer and clearly label products with sustainability certifications and attributes, when available, within specific product categories. Documentation of the certification claimed by the vendor must be supplied upon request if it is not publicly available for verification (on either the vendor’s or certifier’s website).

Vendors claiming environmental benefits of their products shall list the appropriate benefits or industry standard it meets in the quarterly sales reports, if applicable, or on separate annual reports.

Required Environmental Specifications A number of environmental product or service specifications have been designated as either mandatory or desirable for the Product/Service category by the EPP Program through EO 515 and can be viewed in the Minimum Environmentally Preferable Products and Services Specifications Guide at https://www.mass.gov/service-details/epp-program-policies. All statewide and executive department contracts are required to use these standards, unless otherwise noted in the RFR.

Desirable Environmental Specifications It is desirable that vendors recommend and use environmentally preferable products to the greatest extent possible in vehicle maintenance. Examples include but are not limited to re-refined motor oil, refurbished antifreeze, refurbished parts, and re-treaded tires.

It is also desirable that parts and wastes be sent for refurbishment, reuse, or recycling to the greatest extent possible.

Bidder Current Environmental Practices Form Bidders must complete this form and submit it with their Quote. The form allows Bidders to communicate existing business practices that foster a sustainable approach to conducting their operations and reduce environment or public health impacts. Bidders may receive additional points in the evaluation phase of the RFR for the environmental initiatives they identify, however, bidders must substantiate all answers in order to receive additional points.

Environmental plan Awarded Bidders must agree to work with OSD and the SST to examine the feasibility of implementing an environmental plan throughout the life of the contract. Such a plan may include, but not be limited to, implementing energy initiatives, adopting, and implementing sustainability policies or third-party standards and/or certifications, or publicizing their environmental initiatives. 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. Bidders may include written proposals submitted as an attachment VEH113_EPP_Additional to their Quote detailing a commitment to action contingent upon receipt of a Contract award.

Compensation Structure/Pricing Compensation will be based on the submitted discounts and percentage markups. These will be not to exceed pricing and may be negotiated farther upon Request for Quotes from Eligible Entities.

COMMBUYS Setup This contract will be set up as RPA Release Enabled Master Blankets. This set up allows for the transactions to be recorded after the fact, as well as to send a purchase order.

Tiered discounts The SST requires pricing to be not to exceed for different tiers on vehicles. The Price File will have the break outs of the pricing we are looking for. The pricing will consist of percentages mark ups, and flat fee rates.

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.

Bidders must submit agreeable terms on the Prompt Payment Discount Form, included on the Bid, unless otherwise specified by the SST. The SST will review, negotiate, or reject the offering as deemed in the best interest of the Commonwealth.

The requirement to offer a PPD may be waived by the SST on a case-by-case basis if participation in the program would be unduly burdensome on the Bidder. If a Bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in the Bidder’s Quote.

Authorized Price Changes Pricing updates will be allowed once a year on the anniversary of the contract start date beginning in year three of the contract. This pricing update will only take effect on new engagements and not current engagements.

Prohibited Charges and Actions Charges not accepted by the Commonwealth’s Contract Manager and published in the Bidder’s COMMBUYS catalog are prohibited. Charges and fees not directly related to service or usage are prohibited.

Examples of prohibited charges include:

· State and Federal Tax

· Administrative Fee Expense

· Shipping or freight charges

· Late Payment Fees not in compliance with the Bill Paying Policy of the Comptroller of the Commonwealth

SUPPLIER DIVERSITY PLAN (SDP)

Massachusetts Executive Order 565 reaffirmed and expanded the Commonwealth’s policy to promote the award of state contracts in a manner that develops and strengthens certified Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Minority and Women Nonprofit Organizations (M/WNPOs), Veteran Business Enterprises (VBEs), Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), Disability-Owned Business Enterprises (DOBEs), and Lesbian, Gay, Bisexual and Transgender Business Enterprises (LGBTBEs).

All bidders are required to make a significant financial commitment to partner with certified M/WBEs, M/WNPOs, VBEs, and/or SDVOBEs, DOBEs and/or LGBTBEs certified or verified by the Supplier Diversity Office (SDO). Bidders must identify a commitment in the form of a specific percentage of sales made under the resulting contract that will be spent with an SDP Partner(s) on a Massachusetts fiscal year basis, using SDP Plan Form #1 – SDP Plan Commitment. This percentage commitment will extend for the life of any resulting contract.

This requirement extends to all bidders regardless of their certification status, and no bidder will be awarded a Contract unless and until the above requirement is met. In planning their SDP commitment, Bidders certified by SDO must note that the commitment cannot be met by making expenditures within their own company or with parent or wholly owned subsidiary companies. Therefore, Bidders may not list themselves or affiliates as SDP Partners. In order to ensure compliance with this section and encourage bidder participation, SDP Plans submitted by bidders will be evaluated by the SST at 10% or more of the total available 100% evaluation points. Note: this does not mean that the bidder must commit 10% of sales. Questions concerning how the SDP works may be directed to the Supplier Diversity Office (SDO) or bidders may view a description of the SDP on the SDO webpage at www.mass.gov/sdo.

Evaluation CRITERIA Contractors must submit responses that meet all the submission requirements of 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. Mandatory information that is not provided will not be clarified and may result in disqualification.

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 contractor to make minor corrections to the submission.

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.

Mandatory Requirements Bidders who do not meet all mandatory requirements may be disqualified. The SST may determine if non-compliance with a mandatory requirement is insignificant or can be corrected or clarified.

Bid terms that include language such as: “must”, “shall”, “will” and “required” are “mandatory.”

Failure to submit required documents will result in disqualification and will not be clarified.

Alternatives Unless otherwise specified, Bidders may submit Quotes proposing alternatives which 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 any alternative achieves substantially equivalent or better performance to that of the Bid specifications.

The SST will determine if a proposed alternative method of performance achieves substantially equivalent or better performance.

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

· Price – 20 points

· Environmentally Preferable Practices Form – 5 points

· Prompt Payment Discount – 5 points

· In Network Coverage – 25 points

· Additional Services – 20 points

· Multiple Category Offering- 15 points

· Supplier Diversity Plan – 10 points Best Value Selection and Negotiation The SST may select the Quotes(s) which demonstrates the best value overall, including proposed alternatives, that will achieve the goals of the procurement. The SST and a selected Bidder may negotiate a change in any element of Contract performance or cost identified in the original RFR or the selected Bidder’s Quote which results in lower costs or a more cost effective or better value than was presented in the selected Bidder’s original Quote.

INSTRUCTIONS FOR SUBMISSION OF RESPONSES

The Commonwealth will not be responsible for any costs or expenses incurred by Bidders responding to this RFR. Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix 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.