Washbay RFR 2016.doc

Massachusetts Department of Transportation

Highway Division Washbay Pressure Washer Maintenance

RFR #: 201603WPWM

Commbuys bid # BD-16-1030-0H100-0H099-00000007020

Contact Information:

Jeffrey Peterson

District 5 Facilities

1000 County Street

Taunton, MA 02780

Phone: 617-594-7028

Jeffrey.A.Peterson@state.ma.us

In general, most of the required contractual stipulations are referenced in the Standard Contract Form and Instructions and the Commonwealth Terms and Conditions (either version). However, the following RFR provisions must appear in all Commonwealth competitive procurements conducted under 801 CMR 21.00:

The terms of 801 CMR 21.00: Procurement of Commodities and Services (and 808 CMR 1.00: Compliance, Reporting and Auditing for Human and Social Services, if applicable) are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00 (and 808 CMR 1.00, if applicable). Additional definitions may also be identified in this RFR. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR.

Supplier Diversity Program (SDP). Massachusetts Executive Order 524 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs) that resulted in the Supplier Diversity Program in Public Contracting. M/WBEs are strongly encouraged to submit responses to this RFR, either as prime vendors, joint venture partners or other type of business partnerships. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. All bidders must follow the requirements set forth in the SDP section of the RFR, which will detail the specific requirements relating to the prime vendor’s inclusion of M/WBEs and/or SDVOBEs. Bidders are required to develop creative initiatives to help foster new business relationships with M/WBEs and/or SDVOBEs within the primary industries affected by this RFR. In order to satisfy the compliance of this section and encourage bidder’s participation of SDP objectives, the Supplier Diversity Program (SDP) Plan for large procurements greater than $150,000 will be evaluated at 10% or more of the total evaluation. Once an SDP commitment, expressed as a percentage of contract revenues, is approved, the agency will then monitor the contractor’s performance, and use actual expenditures with SDO certified M/WBE contractors and the Center for Veterans Enterprise certified SDVOBEs to fulfill their own SDP expenditure benchmarks. M/WBE and SDVOBE participation must be incorporated into and monitored for all types of procurements regardless of size; however, submission of an SDP Plan is mandated only for large procurements over $150,000.

Unless otherwise specified in the RFR, the following SDP forms are required to be submitted by the deadlines noted below in order to meet the mandatory participation requirements of the SDP:

Supplier Diversity Program (SDP) Resources:

· Resources available to assist Prime Bidders in finding potential Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) partners can be found at: www.mass.gov/sdp

· Resources available to assist Prime Bidders in finding potential Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) partners can be found on the Operational Services Division’s SDO webpage at: www.mass.gov/sdo

· The Operational Services Division’s Supplier Diversity Program offers training on the SDP Plan Requirements. In addition, the SDP Webinar can be located on the SDP website at www.mass.gov/SDP.

Supplier Diversity Program Subcontracting Policies: In addition to the Subcontracting Policies (See Subcontracting Policies section below and see Section 9, Subcontracting By Contractor, in the Commonwealth Terms and Conditions) that apply to all subcontracted services, agencies may define specific required deliverables for a contractor’s SDP Plan, including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minority- or Women-Owned Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBE) for the purpose of monitoring and enforcing commitments made in a contractor’s Supplier Diversity Program (SDP) Plan.

Best Value Selection and Negotiation. The Procurement Management Team (PMT) may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The PMT and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.

Bidder Communication: Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the PMT regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments electronically through Comm-PASS.

COMMBUYS Market Center: COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.commbuys.com. Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are all components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Bid Q&A supports Bidder submission of written questions associated with a Bid and publication of official answers.

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

Commbuys Registration: Bidders may elect to obtain a free COMMBUYS Seller registration which provides value-added features, including automated email notification associated with postings and modifications to COMMBUYS records. However, in order to respond to a Bid, Bidders must register and maintain an active COMMBUYS Seller registration account.

All Bidders submitting a Quote (previously referred to as Response) in response to this Bid (previously referred to as Solicitation) agree that, if awarded a contract: (1) they will maintain an active seller account in COMMBUYS; (2) they will, when directed to do so by the procuring entity, activate and maintain a COMMBUYS-enabled catalog using Commonwealth Commodity Codes; (3) they will comply with all requests by the procuring entity to utilize COMMBUYS for the purposes of conducting all aspects of purchasing and invoicing with the Commonwealth, as added functionality for the COMMBUYS system is activated; (4) Bidder understands and acknowledges that all references to the Comm-PASS website or related requirements throughout this RFR, shall be superseded by comparable requirements pertaining to the COMMBUYS website; and (6) in the event the Commonwealth adopts an alternate market center system, successful Bidders will be required to utilize such system, as directed by the procuring entity. Commonwealth Commodity Codes are based on the United Nations Standard Products and Services Code (UNSPSC).

The COMMBUYS system introduces new terminology, which Bidders must be familiar with in order to conduct business with the Commonwealth. To view this terminology and to learn more about the COMMBUYS system, please visit the COMMBUYS Resource Center.

Contract Expansion: If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

Costs: Costs which are not specifically identified in the bidder’s response, and accepted by a department as part of a contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR.

Electronic Communication/Update of Bidder’s/Contractor’s Contact Information: It is the responsibility of the prospective bidder and awarded contractor to keep current the email address of the bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the PMT, including requests for clarification. The PMT and the Commonwealth assume no responsibility if a prospective bidder’s/awarded contractor’s designated email address is not current, or if technical problems, including those with the prospective bidder’s/awarded contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective bidder/awarded contractor and the PMT to be lost or rejected by any means including email or spam filtering.

Electronic Funds Transfer (EFT): All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both parties the cost of processing checks. Contractors are able to track and verify payments made electronically through the Comptroller’s Vendor Web system. A link to the EFT application can be found on the OSD Forms page (www.mass.gov/osd). Additional information about EFT is available on the VendorWeb site (www.mass.gov/osc). Click on MASSfinance.

Successful bidders, upon notification of contract award, will be required to enroll in EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Payment Form to this department for review, approval and forwarding to the Office of the Comptroller. If the bidder is already enrolled in the program, it may so indicate in its response. Because the Authorization for Electronic Funds Payment Form contains banking information, this form, and all information contained on this form, shall not be considered a public record and shall not be subject to public disclosure through a public records request.

The requirement to use EFT may be waived by the PMT 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 its response. The PMT will consider such requests on a case-by-case basis and communicate the findings with the bidder.

Environmental Response Submission Compliance: In an effort to promote greater use of recycled and environmentally preferable products and minimize waste, all responses submitted should comply with the following guidelines:

· All copies should be printed double sided.

· All submittals and copies should be printed on recycled paper with a minimum post-consumer content of 30% or on tree-free paper (i.e. paper made from raw materials other than trees, such as kenaf). To document the use of such paper, a photocopy of the ream cover/wrapper should be included with the response.

· Unless absolutely necessary, all responses and copies should minimize or eliminate use of non-recyclable or non re-usable materials such as plastic report covers, plastic dividers, vinyl sleeves and GBC binding. Three ringed binders, glued materials, paper clips and staples are acceptable.

· Bidders should submit materials in a format which allows for easy removal and recycling of paper materials.

· Bidders are encouraged to use other products which contain recycled content in their response documents. Such products may include, but are not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Where appropriate, bidders should note which products in their responses are made with recycled materials.

· Unnecessary samples, attachments or documents not specifically asked for should not be submitted.

HIPAA: Business Associate Contractual Obligations: Bidders are notified that any department meeting the definition of a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) will include in the RFR and resulting contract sufficient language establishing the successful bidder’s contractual obligations, if any, that the department will require in order for the department to comply with HIPAA and the privacy and security regulations promulgated thereunder (45 CFR Parts 160, 162, and 164) (the Privacy and Security Rules). For example, if the department determines that the successful bidder is a business associate performing functions or activities involving protected health information, as such terms are used in the Privacy and Security Rules, then the department will include in the RFR and resulting contract a sufficient description of business associate’s contractual obligations regarding the privacy and security of the protected health information, as listed in 45 CFR 164.314 and 164.504 (e), including, but not limited to, the bidder's obligation to: implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the protected health information (in whatever form it is maintained or used, including verbal communications); provide individuals access to their records; and strictly limit use and disclosure of the protected health information for only those purposes approved by the department. Further, the department reserves the right to add any requirement during the course of the contract that it determines it must include in the contract in order for the department to comply with the Privacy and Security Rules. Please see other sections of the RFR for any further HIPAA details, if applicable.

Minimum Bid Duration: Bidders responses/bids made in response to this RFR must remain in effect for at least 90 days from the date of bid submission.

Pricing: Federal Government Services Administration (GSA) or Veteran’s Administration Supply: The Commonwealth reserves the right to request from the successful bidder(s) initial pricing schedules and periodic updates available under their GSA or other federal pricing contracts. In the absence of proprietary information being part of such contracts, compliance for submission of requested pricing information is expected within 30 days of any request. If the contractor receives a GSA or Veteran’s Administration Supply contract at any time during this contract period, it must notify the Commonwealth contract manager.

Pricing: Price Limitation: The bidder must agree that no other state or public entity customer within the United States of similar size and with similar terms and conditions shall receive a lower price for the same commodity and service during the contract period, unless this same lower price is immediately effective for the Commonwealth. If the Commonwealth believes that it is not receiving this lower price as required by this language, the bidder must agree to provide current or historical pricing offered or negotiated with other state or public entities at any time during the contract period in the absence of proprietary information being part of such contracts.

Prompt Payment Discounts (PPD). All bidders responding to this procurement 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. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found as an attachment for this Bid on COMMBUYS.

Bidders must submit agreeable terms for Prompt Payment Discount using the PPD form within their proposal, 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 use PPD offerings 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 or attached to the PPD form.

Public Records: All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

Reasonable Accommodation: 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 PMT reserves the right to reject unreasonable requests.

Restriction on the Use of the Commonwealth Seal: Bidders and contractors are not allowed to display the Commonwealth of Massachusetts Seal in their bid package or subsequent marketing materials if they are awarded a contract because use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law.

Subcontracting Policies: Prior approval of the department is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. Human and social service subcontractors are also required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors.

1.0 Purpose of the Procurement:

The purpose of this RFR is to identify qualified and responsible vendors for the Maintenance of Pressure Washer Equipment owned and operated by the Massachusetts Department of Transportation (MassDOT) Highway Division Depots, Visitor and Rest Areas statewide (which includes all MassDOT districts 1-6).

2.0 Acquisition Method:

The acquisition method of this contract will be a fee for service contract.

3.0 Single or multiple contractors:

This procurement is for a multiple contractors. Eligible Users of the contract will be responsible for ordering, procuring and paying for any materials purchased under this contract. MassDOT will only be responsible for those materials ordered by an agent of MassDOT.

4.0 Use of a procurement by a single or multiple departments:

Any other Agency of MassDOT or municipalities may contract under this RFR but MUST execute a separate contract that meets their own legal and business requirements.

5.0 Anticipated duration of contract including renewal options:

The initial duration of this contract will be for a period of three (3) years. By mutual agreement this contract can be extended with two (2) options to renew of up to one (1) year each at the same terms and conditions. MassDOT at any time may cancel the contract. The Contract is subject to proper funding. The total maximum duration of the contract, including all extensions, is five (5) years.

6.0 Anticipated expenditures and compensation structures:

It is estimated that all contracts will have total sum expenditures for the initial contract duration of approximately $40,000. MassDOT makes no guarantee of any spending as a result of receiving an award for responding to this RFR. This contract will have no minimum order requirement.

7.0 Multiple Awards:

This Request for Response (RFR) sets out the Specifications for a Service Agreement Contract for Maintenance of Pressure Wash Equipment as required by Massachusetts Department of Transportation and other eligible Commonwealth entities.

Prior to the contract award for the required equipment is given, contractors may be required to present evidence to MassDOT that they has the necessary equipment, storage facilities, experience, ability, and capital to furnish the required materials in the manner prescribed and to perform the required work satisfactorily.

8.0 Non-Compliance of Contractor:

MassDOT reserves the right to supplement contractor by soliciting another awarded Contractor or a bidder associated with this RFR in the event that the 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 shall 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 MassDOT for either Case stated above.

9.0 Award and Rejection of Bids:

MassDOT reserves the right to award by product, group of products or total bid. MassDOT further reserves the right to reject any or all bids, waive technicalities and to make awards in the best interest of MassDOT. MassDOT reserves the right to reject awarding a contract due to unacceptable past performance by a contractor. MassDOT shall have the final authority in selecting the product categories to be awarded.

10.0 Evaluation Criteria:

MassDOT intends to make multiple awards in various districts for Washbay Pressure Washer Maintenance to Bidders who are considered responsive based on the evaluation criteria in this RFR.

Any award(s) resulting from this RFR will be based on compliance with Technical and Business specifications set forth in this RFR document. Pricing will represent a certain percentage in the total evaluation of the responses to this RFR. The overall Evaluation Criteria is sealed and will not become public knowledge until after the contract has been awarded.

On any questions concerning interpretation of specifications, the acceptability and quality of products furnished and/or work performed, MassDOT shall have final and binding decision making authority.

A mandatory specification is one that must be met in order for a response to be considered responsive. Any response, which fails to meet a mandatory specification of this RFR, may be considered non-responsive and disqualified unless MassDOT, in its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, MassDOT may allow the bidder to make minor corrections to their technical and business response. No corrections will be allowed to bid pricing offered.

In the event of a TIE BID, MassDOT has at its discretion, the ability to make an award based on established criteria or based on the opinion of MassDOT as to who they think can best satisfy the terms on the contract. MassDOT will make an award for the most economical, reasonable source of acceptable service, supply and delivery. The specifics will be contained in the Sealed Evaluation Criteria. MassDOT reserves the right to execute contracts with contractors not selected in the initial selection process.

Mandatory Forms (required with bid):

· Business Reference Form

· Supplier Diversity Program (SDP) Plan Form 1

· Attachment A: Bidders Bid Sheet (Quote)

· Attachment B: Bidders Information Sheet

Desirable Forms (optional with bid):

· Bidders Feedback form

· Additional Attachments/Forms: To be completed and mailed ONLY upon award of contract:

· MassDOT Standard Contract Form (3 copies with original “wet” signature)

· Authorization for Electronic Fund Payment (EFT form – wet signature required)

· MassDOT Terms and Conditions (wet signature required)

· Contractor Authorized Signatory Listing (must be signed and notarized)

· SDP Form 2 &3

· W-9 Form Entity Name must be identical to Entity name on Contract in order to receive payment

· Prompt Pay Discount (see details in Section 4.5)

11.0 Performance and Contract Specifications:

11.1

SCOPE OF WORK:

This contract focuses on the maintenance and repair of 9 pressure washing units of which 5 are recycle type in Washbays and Garages throughout District 5, See attached "Site Location Sheet." “Exhibit 1, Chart 1.

Provide 24-hour, 7 days per week emergency repair availability.

Leave all work sites thoroughly clean.

11.2 Contractor Performance Criteria:

Each contractor’s performance will be evaluated on an ongoing basis and these evaluations will be utilized in determining whether or not to renew a contract. Contractors must notify the MassDOT Facility manager within 7 days of any change in address, phone or fax numbers and or contact names.

MassDOT sites will be surveyed as to the Facility manager’s satisfaction with the contractor’s performance under the contracts. Such surveys may include, but not be limited to, satisfaction with the contractor’s performance, timeliness of response and billing accuracy. Not maintaining a satisfactory rating may be grounds for early termination or non-renewal of that contractor’s contract.

Contractor performance will also be measured based upon the number of complaints received from site facilities. A high number of unresolved complaints will result in a warning to the contractor and may lead to early termination or non-renewal of that contractor’s contract.

Contractors must perform a substantial amount of services to remain on the contract. MassDOT will review each contractor on a yearly basis to determine if a substantial amount of work was performed. If the Facilities manager is not satisfied with the amount of work performed by the contractor, the contractor will be contacted. The contractor will be given an opportunity to explain why the amount or work performed was low and will be given a time frame within which they must show a significant increase in business. The contractor must provide an action plan for increasing their business. If an increase in business is not seen within the allotted time, the contractor may be removed from the contract.

11.3 Contract and Performance Specifications:

Where required by law, contractors must possess a valid license/registration to perform services in the Commonwealth of Massachusetts. A copy of any required license/registration must be submitted with the bidder’s response.

Contractors must have at least one (1) year of relevant experience in their particular trade(s) prior to responding to this RFR unless a waiver is granted by MassDOT. Bidders with less than one year of experience must submit, with their response, a written request to be exempt from this requirement including a statement explaining why they should be exempt.

Any and all work performed throughout the duration of the contract must be guaranteed by the contractor to be completed in a workmanship-like manner and according to applicable codes and industry-accepted standards. Unless otherwise stated in specifications for a particular job, the contractor will supply all labor, equipment, materials, parts and supplies necessary to complete a service. The contractor will be responsible for securing any and all necessary permits required prior to commencing work on any job. The contractor will insure that necessary permits have required sign-off signatures when the job is complete. Depending on individual agency needs, emergencies may require 24 hours, 7 day a week availability of a service.

In general, contractors will only be expected to provide services in their area(s) of expertise; that is, the business for which they receive an award based on their response to this RFR. Contractors will not be required to perform services that are outside their normal scope of practice.

Contractors must respond to a department, by phone and/or onsite (within 4 hours) after receiving an emergency service request call. All appointments made between a contractors and a department must be kept unless the department agrees to a change. Failure on a contractor’s part to keep appointments may result in termination of the contract. All quotes must be provided at no cost to MassDOT.

11.4

BUSINESS REFERENCES:

Bidders must submit three (3) business references with which the bidder has done business within the last twelve (12) months. No more than one (1) reference may be from a Commonwealth of Massachusetts Department. MassDOT has the right to verify any references included in a bidder’s response and to conduct any other reference or credit checks as MassDOT deems appropriate. MassDOT also reserves the right to use historical information, whether gleaned from references provided, previous contract performance or outside sources in the evaluation of a bidder’s response. Poor references or past history may result in a bidder not being awarded a contract. References will be contacted to confirm the bidder’s abilities and qualifications as stated in the bidder’s response. The department may deem the bidder’s response unresponsive if a reference is not obtainable from a listed reference after reasonable attempts.

11.5

INSURANCE/BONDING:

Bidders must submit a Certificate of Insurance with their response. The certificate must provide proof of General Liability, Automobile Liability and Worker’s Compensation insurance. The certificate must be made out to the Commonwealth of MA. The bidder must have sufficient coverage (i.e. $1M general liability and $2M aggregate) for itself, employees and agents. This same level of coverage, if not more, must be maintained throughout the life of the contract. Bidders who do not have sufficient insurance coverage may not be awarded a contract until their level of insurance has been increased. Bidders who are not required to carry Worker’s Compensation (those who have no employees) must submit a statement explaining this with their response.

11.6

PROSECUTION OF WORK:

The contractor shall inform the Field Engineer of any conflict with the work schedule. MassDOT reserves the right to inspect the work and to reject that work which is not satisfactory, or in accordance with the Department's requirements.

11.7

PROTECTION OF WORK AND PROPERTY:

The contractor shall adequately protect all work that has been performed by him and shall adopt equal safeguards to protect the property of the Commonwealth of Massachusetts at the location of work. Damage to the referenced work of the contractor and/or property of the Commonwealth of Massachusetts shall be repaired, restored or replaced as required by the engineer. Said repair, restoration or replacement shall become the contractor's responsibility without any further compensation from the Department.

11.8

WORK SCHEDULE:

Work on this project is restricted to a normal eight-hour day, (7:30 a.m.–4:00 p.m.), five-day week, except in District Office 7:30 A.M.-5:00 P.M. No work shall be performed on Saturdays, Sundays or Holidays, except for emergencies.

11.9

EMERGENCIES:

Emergencies will be considered any service call made between 4:00 P.M.-7:30 A.M. (5:00 P.M.-7:30 A.M. at District Office) during the five day work week and Saturday, Sunday or Holidays.

11.10

PERMITS:

It shall be the contractor's responsibility to obtain all required permits and licenses before engaging in the above work if needed. Where required by law, contractors must possess a valid license/registration to perform services in the Commonwealth of Massachusetts. A copy of any required license/registration must be submitted with the bidder’s response.

Contractors must have at least one (1) year of relevant experience in their particular trade(s) prior to responding to this RFR unless a waiver is granted by Facilities. Bidders with less than one year of experience must submit, with their response, a written request to be exempt from this requirement including a statement explaining why they should be exempt.

Any and all work performed throughout the duration of the contract must be guaranteed by the contractor to be completed in a workmanship-like manner and according to applicable codes and industry-accepted standards. Unless otherwise stated in specifications for a particular job, the contractor will supply all labor, equipment, materials, parts and supplies necessary to complete a service. The contractor will be responsible for securing any and all necessary permits required prior to commencing work on any job. The contractor will insure that necessary permits have required sign-off signatures when the job is complete.

11.11

PAYMENT:

The contractor shall submit invoices for work completed. Invoices shall be written on the contractor's letterhead and shall show the date of work, work location, time and materials used at each location. Billing statements shall make reference to each invoice generated. The Department representative in the District shall prepare one payment voucher for each statement submitted. The District Facilities Engineer will authorize payment. The usual Department practice of retaining a percentage due will be waived.

11.12

PRICING:

In order to facilitate the bid review process, MassDOT requires the attached Bid Sheet be used to submit pricing. Evaluation of bids will be performed on a “Value” basis, as deemed by MassDOT, and will not necessarily be awarded to lowest bidder.

12.0 Submission of Written Questions

A bidder’s conference will not be held prior to the due date for bid responses. All questions (including technical, contract, or administrative questions) concerning this RFR shall be entered into the Commbuys Bid Q&A section described above in section 4.1. Due date for submission of questions and RFAs is 3:00 p.m. EST, on the date specified in the Procurement Calendar. MassDOT reserves the right to respond to inquiries as it deems necessary. All questions, answers and any addendums shall be posted on Commbuys and individual(s) and/or firm(s) is responsible for checking this website periodically for any updates.

12.1 Locating the Bid Q&A in Commbuys:

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.

13.0 Instructions for Submission of Responses:

13.1 How to Submit a Bid Response

All Bidders may begin creating and compiling response materials as soon as the Solicitation containing files on the Forms & Terms tab and the Specifications tab is in an OPEN Document Status. When submitting response materials prior to the Proposal Due Date, the ability to upload documents is only available to active Commbuys account holders after the Solicitation Amendment Deadline has passed. Once the Proposal Due Date and Time has passed, interested Bidders will be unable to submit a Response online.

13.2 Bid Response Method

Online Bid Submission via Commbuys is required to eliminate direct and indirect costs associated with the production, delivery/receipt, storage and management of traditional paper bids incurred by Bidders, MassDOT, and the Commonwealth of Massachusetts. Bids submitted via Commbuys also promote environmental conservation and preservation by eliminating printed materials as well as fossil-fuel consumption associated with delivery. All Bidders must submit Responses online using tools available to Commbuys Subscribers only.

Commbuys requires an annual registration. To register, go to: www.commbuys.com. All Bidders who are awarded a contract resulting from this RFR, if any, will be required to maintain an active account during the duration of the Contract, by renewing their registration annually.

13.3 Commbuys Support

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Website: Go to www.mass.gov/osd and select the Commbuys Resource Center link offered within the Conduct a Procurement menu.

Email: Send inquiries to the Commbuys Helpdesk at COMMBUYS@state.ma.us.

Telephone: Call the Commbuys Helpline at 1-888-MA-STATE (1-888-627-8283). 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 and state holidays.

Bidders are advised that Commbuys will be unavailable during regularly scheduled maintenance hours as displayed under the “Commbuys System Availability” link offered at the bottom of any Commbuys page.

13.4 Bid Response Deadline

All Bids must be received, in Commbuys, by MassDOT before the specified date, month, year and time displayed on the Solicitation’s Summary page within the Bid Opening Date field. Times are Eastern Standard/Daylight Savings (US), as applicable. All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. MassDOT is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via Commbuys are time stamped by the Commbuys system clock which is considered the official time of record.

13.5 Deadline for Submission of Responses and Procurement Calendar

All responses are due on the bid opening date posted in Commbuys (also noted in procurement calendar of this RFR. Under no circumstances will late responses be accepted. In addition, ONLY responses submitted electronically via Commbuys will be accepted.

As you review the details of the bid in the RFR document, please take note of the assigned Bid Opening Date/Time (in the Procurement Calendar) and be mindful that buyers can only consider bid responses that are complete and have been submitted in COMMBUYS by the specified Bid Opening Date/Time.

The COMMBUYS system date and time is displayed in the top right corner of the COMMBUYS dashboard. Once the system time passes the Bid Opening Date/Time, the ability to submit a quote is disabled. Even if a vendor is in the process of entering the quote submission, their ability to submit the quote ends after the Bid Opening Date/Time has elapsed.

As such, please allot sufficient time to submit your quote response.

Procurement Calendar

RFR Release Date:

FEB 04, 2016

Written Inquiries Due:

FEB 18, 2016 by 3PM EST Written Answers to Inquires:

FEB 25, 2016

Proposals Due (Bid Opening):

MAR 03, 2016 by 3PMEST Complete Proposal Review:

MAR 10, 2016

Notification of Selection(Est):

MAY 20, 2016

14.0 RFR Attachments

RFR Checklist

Attachment A - Bid Sheet

MassDOT Terms & Conditions

Taxpayer Identification Number & Certification Form (W-9)

MassDOT Standard Contract & Instructions

Contractor Authorized Signatory Listing

Electronic Funds Transfer (EFT) Form

Business Reference Form

504 Certification Form

Prompt Payment Discount Form

Supplier’s Diversity Program Form

Exhibit 1 – Site Locations

Please Note: This is a single document associated with a complete Solicitation that can be found on CommBuys. All Bidders are responsible for reviewing and adhering to all information, forms and requirements found in all tabs and related forum records for the entire Solicitation. To locate the Solicitation associated with this document, go to http://www.commbuys.com, select the “Search for solicitations” link, enter the above Document Number in the “Document Number” field, and select the “Search” button. Bidders who need help regarding CommBuys navigation may refer to the CommBuys Resource Center at � HYPERLINK "http://www.commbuys.com/bso" �http://www.commbuys.com/bso� for documents and guides. Bidders may also contact the CommBuys Helpdesk at � HYPERLINK "http://www.commbuys.com/bso" �http://www.commbuys.com/bso� or the CommBuys Helpline at 1-888-MA-STATE. The Helpline is staffed from 7:30 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

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