VEH119 Bidder Response Form.xlsx

INSTRUCTIONS

INSTRUCTIONS FOR BIDDERS:

This is the Bidder Response Form for VEH119 Road Salt. This is a required document for all bidders responding to VEH119.

Bidders must ensure all tabs are thoroughly reviewed and completed. The following are the required tabs for this RFR:

Failure to provide the requested information may result in your response being disqualified.

Submission Checklist

Bidder Profile & Qualifications

VEH119 - Road Salt

2. Contact Person(s) (provide at least one contact person and list additional contacts where applicable) Awarded Contractors are responsible for reporting quarterly sales and diversity spending as well as ensuring payment of the 1% OSD Administration Fee. Any changes to any Contractor contacts must be communicated to the Contract Manager.

11. RFR Section 3.3.1 Bidders must provide an outline of their Emergency Pick Up Policy and Procedure at their stockpile location(s).

Pricing

Env Practices Form

Does your company publish an annual Sustainability Report? The sustainability report may include reference to policies but should include specific and measurable accomplishments over the last year. If yes, provide a link to your latest report (or attach if no link available) and briefly describe key elements and accomplishments.

Do you have specific targets for reducing your use of energy, water and chemicals? Describe targets:

Provide total annual spend on remanufactured and Original Equipment Manufacturer cartridges:

Implemented a green cleaning program at our own facilities.

Describe program and provide a list of third-party certified products used:

Purchases appliances and equipment (printers, copiers, microwaves, etc.), that are Energy Star or EPEAT certified models. Provide a list certified products:

Purchases appliances and equipment (printers, copiers, microwaves, etc.), that are Energy Star or EPEAT certified models. Provide a list certified products:

Incorporates green building design elements into all construction and renovation projects.

List green design elements and provide supporting documentation to substantiate:

Owns or leases buildings certified to LEED or other green building standard.

Describe any data collected and provide link to any published reports:

Purchases or creates renewable electricity onsite (Through solar or wind systems, for example).

Describe and indicate the % of energy that is derived from renewable sources:

Has internal recycling and composting programs.

List all materials included in the program:

Has received a 3rd party energy audit (usually through a utility) and implemented recommendations.

Attach audit recommendations and what has been completed:

List other sustainable initiatives not listed above and provide any measurable data.

Describe how your company trains educates customers on the products or service that involves an environmentally preferable component? Provide a description of the practices:

Attach proof of an EMS audit.

Certified as a Massachusetts Sustainable Business Leader through the Sustainable Business Leader Program.

Attach certification.

Have you provided required documentation with the appropriate naming convention ('Submission Checklist' tab)?

SDP

Supplier Diversity Program (SDP) Plan Form Required for All Bidders

Part I Bidder and Contact Information (Required)

Part II SDP Focus Statement (Optional)

Part V Additional Creative Supplier Diversity Initiatives (if any) (Optional)

Please describe any additional creative initiatives (if any) related to engaging, buying from and/or collaborating with diverse businesses.

FORM INSTRUCTIONS

Is this form required for your company?

Yes. If a bid solicitation includes this form, it is required for all Bidders without exception. This includes Bidders who are certified as a diverse business by the Supplier Diversity Office (SDO) or another organization. No contract shall be awarded to a Bidder without an SDP commitment (Part III of the form) that meets the RFR requirements.

Which parts of this form are required to be completed?

All parts marked as "Required" must be completed. For ease of use, all required fields are shaded in yellow. Bidders are encouraged to provide information in sections marked as “Optional” and may receive additional points for doing so. For ease of use, all Optional (desirable) fields are shaded in green.

Part I – Bidder and Contact Information (Required)

● Bidder Company Name: Enter your company name.

● Average Gross Revenue: Enter your company’s average gross revenue based on a 3-year average. If a company has been in business for less than 3 years, enter the average annual gross revenue for the period beginning from business inception.

● Main Contact for this Bid: Provide the contact information for the individual who should be contacted if the issuing department has questions about this form.

● SDP Reporting Contact (if awarded): Provide the contact information for the individual who should be contacted regarding your company’s SDP spending reports, if your company is awarded a contract.

Part II – SDP Focus Statement (Optional) Answer the questions. Note that, while important, diversity and inclusion initiatives related to your company’s workforce/human resources (hiring, retention, promotion, etc. of diverse personnel) will not be evaluated.

Part III – SDP Spending Commitment (Required) An SDP Commitment is the percentage of contract sales your company commits to spending with certified diverse businesses (SDP Partners). No contract shall be awarded to a Bidder without an SDP commitment that meets the RFR requirements. Unless otherwise specified in the RFR, the minimum required Total SDP Commitment is 1%.

The SDP Partner may be engaged in the following two ways (business-to-business relationship types):

● Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth. Such relationships typically, but not always, involve a formal written agreement between the SDP partner and the prime contractor.

● Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the prime contractor’s contract with the Commonwealth. In most cases, this type of partnership is related to the prime contractor’s general business or operational needs.

An SDP Partner is always another business; it may not be your own company. Contractors certified by the SDO or another recognized certification organization may not list their own organization or own subsidiary or affiliate as an SDP partner.

After contract award (if any), the Total SDP Commitment will become a contract requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. See the RFR for any additional commitment specifications.

Part IV – Proposed SDP Partners (Required) All SDP Partner(s) listed on the form must be certified in one or more of the certification categories listed in the data entry part of the form. Links to searchable databases of eligible SDP partners are also provided.

● Proposed SDP Partner Company Name: Provide the company name(s) of one or more of the SDP Partners your company proposes to utilize in order to meet its Total SDP Commitment.

● Relationship Type: See Part III instructions.

● Certification Category: Select the SDP Partner's certification category from the menu. For partners with multiple certification types, please select the one that is highest on the dropdown list.

● Certifying Organization: Provide the name of the organization that issued the proposed SDP Partner’s certification (e.g. the SDO, the U.S. Veterans Administration, another city or state certification office, the National Minority Supplier Development Council, the Women Business Enterprise National Council, etc.). Self-certification is not acceptable.

IMPORTANT: While SDP Partners that are not certified or recognized by the SDO may be listed, it is the responsibility of the Bidder to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO. The issuing department and the SDO will not conduct outreach to proposed SDP Partners to ensure their certification. Furthermore, no guarantee can be made that a proposed SDP Partner will be certified, or regarding the time it may take to process a proposed SDP Partner certification. It is always the responsibility of the Bidder to ensure they meet their SDP Commitment, and the SDO assumes no responsibility for any Contractor’s failure to meet its SDP Commitment.

● Product or Service: In brief, describe the product or service that will be provided by the proposed SDP Partner.

● Prior Year Spending (Optional) by the Bidder with the Proposed SDP Partner: If your company has already purchased from the proposed SDP Partner, provide information on up to three years of prior spending with the business.

Part V – Additional Creative Supplier Diversity Initiatives (Optional) Answer the question. Note that, while important, diversity and inclusion initiatives related to your company’s workforce/human resources (hiring, retention, promotion, etc. of diverse personnel) will not be evaluated.

Part VI – Certification (Required) Provide the information on the authorized individual completing or approving the information provided on the form.

Additional Resources

● More information about the Supplier Diversity Program (SDP) is available at www.mass.gov/sdp.

● More information about supplier diversity certifications is available at www.mass.gov/sdo.

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