RFR Template



The Commonwealth of Massachusetts

EXECUTIVE OFFICE FOR ADMINISTRATION AND FINANCE

OPERATIONAL SERVICES DIVISION

ONE ASHBURTON PLACE, 10TH FLOOR, ROOM 1017, BOSTON, MASSACHUSETTS 02108-1552

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Request for Response (RFR)

Document Title: VEH98: Purchase of Light Duty Vehicles – Passenger Cars, SUVs, Trucks, Vans, SSVs and PPVs

Agency Document Number: VEH98

COMMBUYS Bid#: BD-16-1080-OSD01-OSD10-00000004885

September 21, 2015

AMENDED OCTOBER 15, 2015

1 RFR Introduction and General Description 1

1.1 Procurement Scope and Description 1

1.2 Background information 1

1.3 Applicable Procurement Law 1

1.4 Number of awards 1

1.5 Adding Contractors or Products after initial Statewide Contract award 1

1.6 Eligible Entities 2

1.7 Acquisition Method(s) 2

1.8 Contract Duration 2

1.9 Pricing and Contract Extension 2

1.10 Performance and payment time frames which exceed Contract duration 3

1.11 Estimated Value of the Contract 3

1.11.1 Basis for estimated dollar value for this Statewide Contract (including all options to renew) 3

2 Estimated Procurement Calendar 4

2.1 Written questions via the Bid Q&A on COMMBUYS 5

2.2 Locating Bid Q&A 5

2.3 Pre Bid Conference 6

2.4 Site Inspection 6

2.5 Debriefing 6

3 Qualifications AND Specifications 7

3.1 Bidder Qualifications 7

3.1.1 Company certifications and experience 7

3.1.2 Financial information 7

3.1.3 References and reference information and/or requirements 8

3.1.4 Employee technical/business experience, certifications, licenses 9

3.2 Commodity Specifications 9

3.2.1 Vehicle Categories 9

3.2.2 Factory Vehicle Package Options, and Accessories 10

3.3 Upfit and Aftermarket Add-ons 10

3.3.1 Transferring equipment & supplies provisions 11

3.4 Contract Pricing 11

3.4.1 Renewals 11

3.4.2 Redesigns 12

3.4.3 Old Model Year 12

3.5 Utilizing the Contract 12

3.5.1 COMMBUYS 12

3.5.2 Executive Branch Agencies 13

3.5.3 Selecting a vehicle 13

3.5.4 Placing Final Vehicle Orders 14

3.6 Contractor Expectations on Vehicle Order Receipt and Delivery 14

3.6.1 Ordering and Confirmation 14

3.6.2 Upon Delivery 15

3.6.3 Late or Missed Delivery 16

3.7 Invoice and Payment Specifications 17

3.8 Failure to perform contractual obligations 17

3.9 Brand name or equal 17

3.10 Manufacturer Recalls 17

3.11 Approvals and standards 18

3.12 Vehicle OEM 18

3.12.1 Warranties and guarantees 18

3.12.2 Upgrades & upgradeability 18

3.12.3 Operating manuals 18

3.13 Tax Exempt Lease Purchase (TELP) 19

3.14 Loaner Equipment 19

3.15 Emergency response plans/preparedness 19

3.16 Requirements at Statewide Contract or engagement termination 19

3.17 Environmental Specifications 19

3.17.1 Executive Order 515, Establishing an Environmental Purchasing Policy 20

3.17.2 Environmental plan 20

3.18 Prevailing wage 22

3.19 Prompt Payment Discounts (PPD) 22

3.20 Statewide Contract Administration Fee 22

3.21 Supplier Diversity Program (SDP) Plan 22

3.21.1 Supplier Diversity Program Subcontracting Policies 23

3.22 Participation in the OSD’s Annual Marketing Event, MASSbuys 23

3.23 Requirements for Doing Business after a Contract Has Been Awarded 24

3.23.1 Statewide Contract Administration Fee and Report 24

3.23.2 Security and confidentiality 26

3.23.3 Contract Management (Contractor’s interface with Commonwealth’s Contract Manager) 26

3.23.4 Contractor provide electronic documents for up-to-date transparent pricing Catalogs 26

3.24 Single Point of Contact (Contractor Contract Manager) 27

3.24.1 Replacement of Contractor staff 27

3.25 Contract Items Available in COMMMBUYS 27

4 Evaluation criteria 28

4.1 Quote Submission Method 28

4.1.1 COMMBUYS Quote Submission Training and Instructions 28

4.1.2 COMMBUYS Support 28

4.1.3 Bid Opening Date/Time 28

4.1.4 Quote Contents 28

4.2 Evaluation Phases 28

4.2.1 Required Documents 29

4.3 General Specifications Guidance 29

4.3.1 Mandatory 29

4.3.2 Desirable 30

4.3.3 Supplier Diversity Plan (formerly Affirmative Market Plan) (minimum of 10% weight) 30

5 HOW TO SUBMIT A QUOTE / RESPOND TO THIS BID 31

5.1 Quote Submission Method 31

5.2 COMMBUYS Quote Submission Training and Instructions 31

5.3 COMMBUYS Support 31

5.4 Bid Opening Date/Time 31

5.5 Quote Contents 32

5.5.1 RFR Submission Checklist 32

5.5.2 Additional Quote Terms 32

5.6 Quote Materials 32

5.6.1 Electronic Signatures 32

5.6.2 Ink Signatures 32

5.7 Limits and Restrictions 33

5.7.1 Document Pages 33

5.7.2 File Naming Conventions 33

5.7.3 File Size Limits 34

5.7.4 File Format Restrictions 34

5.7.5 Documents and items that cannot be submitted electronically 34

5.8 Withdrawing a Quote 34

5.8.1 Prior to Bid Opening Date/Time 34

5.8.2 After Bid Opening Date/Time 34

6 APPENDIX 1 – Required Terms for all Statewide RFRs 34

6.1 General Procurement Information 34

6.1.1 Access to security-sensitive information 34

6.1.2 Alterations 35

6.1.3 Bidder’s Contact Information 35

6.1.4 COMMBUYS Market Center 35

6.1.5 COMMBUYS Subscription 35

6.1.6 Multiple Quotes 36

6.1.7 Quote Content 36

6.1.8 Costs 36

6.1.9 Electronic Funds Transfer (EFT) 36

6.1.10 Executive Order 509, Establishing Nutrition Standards for Food Purchased and Served by State Agencies 36

6.1.11 Minimum Quote Duration 37

6.1.12 Ownership of Submitted Quotes 37

6.1.13 Prohibitions 37

6.1.14 Public Records Law 37

6.1.15 Reasonable Accommodation 37

6.2 Evaluation – Best Value Selection and Negotiation 37

6.3 Terms and Requirements Pertaining to Awarded Statewide Contracts 38

6.3.1 Commonwealth Tax Exemption 38

6.3.2 Contractor’s Contact Information 38

6.3.3 Contractual Status of Orders and Service Contracts 38

6.3.4 Emergency Standby Commodities and/or Services 38

6.3.5 HIPAA: Business Associate Contractual Obligations 38

6.3.6 Pricing: Federal Government Services Administration (GSA) or Veteran’s Administration Supply 39

6.3.7 Pricing 39

6.3.8 Publicity 39

6.3.9 SaveSmart Program ($ave$mart) 39

6.3.10 Statewide Contractor Marketing Requirements 39

6.3.11 Subcontracting Policies 40

6.3.12 Transaction Fee 40

7 APPENDIX 2 Instructions for Execution and Submission of Commonwealth Standard Forms 41

7.1 Commonwealth Standard Contract Form 41

7.2 Commonwealth Terms and Conditions 41

7.3 Request for Taxpayer Identification Number and Certification (Mass. Substitute W9 Form) 42

7.4 Contractor Authorized Signatory Listing 42

7.5 Supplier Diversity Program (SDP) Plan Form #2 – Declaration of SDP Partners 43

7.6 Supplier Diversity Program (SDP) Plan Form #1 – SDP Plan Commitment 43

7.7 Additional Environmentally Preferable Products / Practices 43

7.8 Prompt Payment Discount Form 43

7.9 Business Reference Form 43

8 APPENDIX 3 Instructions for Vendors Responding to Bids Electronically through COMMBUYS 44

9 GLOSSARY 47

RFR Introduction and General Description

1 Procurement Scope and Description

The Commonwealth of Massachusetts and the Light Duty Vehicles Strategic Sourcing Services Team (SSST) are soliciting Bidders for the acquisition of New Light Duty Vehicles (GVW ................
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