Bid Response Form – To Be Completed in Its Entirety
RFR FAC77
This form is valid for response submissions starting 10/16/2015.
All bidders are instructed to use this version of the form for their responses.
This form has been updated for the reopening of the contract effective 10/16/2015.
All Bidders must complete and return this Attachment with their response in order to be considered responsive. Completing every section of this document fully is mandatory unless instructions for specific questions state otherwise.
For your convenience, areas requiring data entry or signature have been highlighted in yellow. Nevertheless, Bidders must read all the forms to ensure the accuracy and completeness of their responses.
Section 1. Contact Information
Company Information / Use this column for the answerCompany name
Street address, city, state, zip
Main phone number
Toll-free phone number
Fax number
Website
Contract Manager / Use this column for the answer
Name, Title
Phone number
Fax
Contact for Placing Orders / Use this column for the answer
Name, Title
Phone number (working hours)
Phone number (non-working hours)
Fax
Section 2. Bid Information
1. Indicate which services your company intends to provide.
For service categories your company intends to provide please indicate whether you will be providing statewide or regional services.
Category # / Service Category Name / Statewide Bid (indicate with an “X”) / Regional Bid (indicate with an “X”)2 / Snow Removal and Application of Deicers and Sand
2. For regional services bidders only: Please indicate the regions (or specific cities/towns) your company intends to service. See “FAC77 Regions” for the list of cities and towns in each region.
Region 1 / Entire Region(check one) / Only Specific Cities / Towns in this Region (list alphabetically in the box below)
Region 2 / Entire Region
(check one) / Only Specific Cities / Towns in this Region (list alphabetically in the box below)
Region 3 / Entire Region
(check one) / Only Specific Cities / Towns in this Region (list alphabetically in the box below)
Region 4 / Entire Region
(check one) / Only Specific Cities / Towns in this Region (list alphabetically in the box below)
Region 5 / Entire Region
(check one) / Only Specific Cities / Towns in this Region (list alphabetically in the box below)
Region 6 / Entire Region
(check one) / Only Specific Cities / Towns in this Region (list alphabetically in the box below)
Region 7 / Entire Region
(check one) / Only Specific Cities / Towns in this Region (list alphabetically in the box below)
Region 8 / Entire Region
(check one) / Only Specific Cities / Towns in this Region (list alphabetically in the box below)
Region 9 / Entire Region
(check one) / Only Specific Cities / Towns in this Region (list alphabetically in the box below)
Section 3. Checklist of Required Documentation
Omission of required information or documentation may be grounds for Bidder disqualification.
Required for All Bidders:
All Bidders are required to include the following documents in their response. (Check them off the list as you do so):
Original of Bid Response Form with all required signatures in blue ink and notarized Authorized Signatory Listing form
Original of the Authorization for Electronic Funds Transfer form
Copy of the SDP Partner(s)’ Supplier Diversity Office certification letter(s) as supporting documentation for the Supplier Diversity Plan (SDP) Plan Form
[Only if the SDP partnership is Subcontracting] Copy of the agreement with SDP Partner(s) as supporting documentation for the SDP Plan Form
Copies of all insurance policies currently in place. At a minimum:
- Worker’s Compensation Insurance,
- Comprehensive General Liability Insurance
- Comprehensive Business Motor Vehicle Liability Insurance
In addition, Required Documents for Specific Categories[1]:
In addition to the document(s) listed above, bidders must submit all documents required for all the categories in which they are bidding. (Check them off the list as you do so):
Category 2:Snow Removal and Application of Deicers and Sand
None
Section 4. Company Information for All Bidders
All Bidders must complete this section in its entirety.
1. Basic company information.
Use this column for the answer or attach additional documentationNumber of years in business prior to the due date of this solicitation
Business hours/days
Company locations other than those listed above in Massachusetts (include facility types, complete addresses and phone numbers)
2. Administrative Capability. Maintaining a contractual relationship with the Commonwealth of Massachusetts will require all Contractors to establish systems that would enable them to track and report contract activitieson a quarterly basis even if no business is done under the contract. The penalty for non-compliance with this requirement is contract suspension or termination. By clicking the boxes below, the Bidder certifies that it has the required administrative capability to supply the following information on a quarterly basis.
Detailed quarterly reporting of all contract customers and service engagements
Quarterly reporting of contract revenue
Quarterly reporting of spending with Supplier Diversity Program (SDP) Partners
3. Describe your company’s liability (general and auto), property, personal injury and worker’s compensation insurance, including the limits, in the box below.
Total Limit / Per Incident LimitGeneral liability
Auto
Property
Personal injury
Worker’s compensation
4. Subcontractor Disclosure (copy and paste additional copies of the table below for more subcontractors). Each subcontractor is subject to individual SSST approval.
Company Information / Use this column for the answerCompany name
Street address, city, state, zip
Main phone number
Toll-free phone number
Fax number
Website
Products / Services this Subcontractor intends to provide under the Contract (if approved)
Add additional subcontractor information here ->
5. Value Added Services (for all categories). Please describe any value-added services provided by your company that are relevant to the scope of your response to this RFR. (The box below will expand to accommodate your response; limit: 1 page.)
Section 5. Questions Pertaining to Specific Categories
Bidders must complete portions of this section that pertain to the category(ies) in which they are bidding.
Category 2: Snow Removal and Sanding
1. Summary of Company Services, Technical Qualifications and Expertise. Pleaseprovide a summary of your company’s service capabilities, technical qualifications and experience in this category. (The box below will expand to accommodate your response; limit: 1/2 page.)
2. Company Experience and Past Performance. Pleaseprovide a summary of your company’s experience and past performance providing services in this category. (The box below will expand to accommodate your response; limit: 1/2 page.)
3. Alternative Snow and Ice Control Chemicals (not required). Pleaseprovide information on your company’s experience using snow and ice control products other than sodium chloride and washed sand. If possible, include information on products (if any) that do not contain chlorides or urea.(The table below will expand to accommodate your response; add lines as needed; limit: 1/2 page.)
Chemical / Product Name / Product Manufacturer / Product Description (i.e. sodium chloride treated with XYZ, etc.) / Estimated Quantity Applied by Bidder during the 2011-2012 Season4. References. Pleaseprovide at least three references with valid phone numbers and email addresses that have utilized your company’s services in this category in the past 24 months. (Additional references may be provided by adding lines to the table. References without valid email addresses may be rejected.)
Organization, City, State / First and Last Name / Phone Number / Valid Email AddressCategory 2: Snow Removal and Application of Deicers and Sand
Hourly rates for snow plowing are set annually by the Massachusetts Department of Transportation. Snow plowing does not fall under the prevailing wage statutes.
Manual snow removal may be a non-prevailing wage or aprevailing wage task, to be determined by the Eligible Entity based on the specific project.
For non-prevailing wage tasks, please provide an hourly rate as follows:
Labor Type / Maximum Hourly Rate, Regular (dollars / hour) / Maximum Hourly Rate, Overtime and Holidays (dollars / hour)Laborer
Foreman
Travel - Laborer
Travel - Foreman
*For owner-operators and independent contractors not subject to M.G.L. c. 149, §§26-27H
For prevailing wage tasks, please provide maximum markups over the applicable prevailing wage rates, which will be provided by the procuring Eligible Entity prior to engaging you as a contractor:
Labor Type / Maximum Markup over Prevailing Wage % / Maximum Markup over Prevailing Wage, Overtime and Holidays %Laborer
Foreman
Travel - Laborer
Travel - Foreman
Certification
I , ______, agree to all terms, conditions and requirements stated in this RFR. I realize failure to comply with any requirement of this RFR after contract award may result in termination of an awarded contract.
Signed electronicallyAuthorized officer name:
Title:
Date:
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Supplier Diversity Program (SDP) Plan Form
COMMONWEALTH OF MASSACHUSETTS
Prompt Pay Discount Form
(Invoice discounts for receiving fast payments)
Revised 3/9/07
Bidder Name: .
Vendor Code (VCUST): .
Contract/RFR Number(s): FAC77 .
Prompt Payment Discounts (PPD). All contractors/vendors doing business with the Commonwealth must provide a Prompt Payment Discount (PPD) for receiving early payments unless the Contractor/vendor can provide compelling proof that providing a prompt pay discount would be unduly burdensome. Contractors benefit from PPD by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Contractors who agree to accept Electronic Funds Transfer (EFT) increase the prompt pay benefit by ensuring that funds are paid directly to their designated bank accounts, thus eliminating the delay of check clearance policies and traditional mail lead time. Payments processed through the state accounting system (MMARS) can be tracked and verified through the Comptroller’s Vendor Web system using the Vendor/Customer Code assigned to you by a Commonwealth department.
The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. While Bidders/Contractors have flexibility in determining the actual % discount(s) offered to the Commonwealth, the discount(s) must be identified for 10, 15, 20 and/or 30 days for payment issuance in the column entitled “% Discount Off Proposed Price” below. The Commonwealth may use the prompt pay discounts submitted as a basis for selection and may negotiate discounts as deemed in the best interest of the Commonwealth. The requirement to offer PPD discounts may be waived by the Commonwealth on a case-by-case basis if participation in the program would be unduly burdensome, provided the specific reason for the hardship is outlined below.
All discounts offered will be taken in cases where the payment issue date is within the specified number of days listed below and in accordance with the Commonwealth’s Bill Paying Policy. Payment days will be measured from the date goods are received and accepted / performance was completed OR the date an invoice is received by the Commonwealth, whichever is laterto the date the payment is issued as an EFT (preferred method) or mailed by the State Treasurer. The date of payment “issue” is the date a payment is considered “paid” not the date a payment is “received” by a Contractor.
If internal Bidder/Contractor systems require an alternate method of measuring payment issue dates, the Bidder/Contractor must note the issues below or on an attached page if necessary to be considered by the PMT. In cases where the Bidder/Contractor considers that offering a Prompt Payment Discount would be a hardship, the Bidder must clearly define the issues and reasons for said hardship. Providing volume discounts or other discounts on prices is not considered a hardship, since the PPD provides the additional benefit of early cash flow for the Contractor.
Enter the Prompt Payment Discount percentage (%) off the invoice payment, for each of the payment issue dates listed, if the payment is issued within the specified Payment Issue days. For example:
5% - 10 Days
4% - 15 Days
3% - 20 Days
2% - 30 Days
If no discount is offered enter 0%
Prompt Payment Discount % / Payment Issue Date w/in% / 10 Days
% / 15 Days
% / 20 Days
% / 30 Days
The Contractor is unable to provide a prompt payment discount due to the following hardship:
Contractor/Bidder Authorized Signature ______Date: ______
Contractor/ Bidder Authorized Signatory Print Name and Title: ______
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Supplier Diversity Program (SDP) Plan Commitment
SDP Plan Form #1
(To be submitted with Bid Response)
Contract/RFR Document Number: FAC77
Instructions: Completing all parts of this form is mandatory. Please read instructions in the SDP section of the solicitation. Complete one form and submit with Bid.Part I Bidder/Contractor Information (Required)
Business Name: / Contact Name: / Phone # ( ) - / Email address:
Part II Financial Commitment (Required)
Provide a specific percentage committed (as a percentage of Bidder/Contractor sales derived from this contract for the life of the contract) to be spent with all certified SDP Partners that the Bidder will propose if awarded a Contract. Please note that prime bidders who are SDO-certified must also submit an SDP Plan Form.
SDP Percentage Committed in Bid Response for Life of Contract: / %
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:
- Resources available to assist Prime Bidders in finding potential Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) partners can be found on the SDO webpage at:
- The Supplier Diversity Program offers training on the SDP Plan requirements. The dates of upcoming trainings can be found at: In addition, the SDP Webinar can be located on the SDP website at
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[1] Additional submission materials may be added before the solicitation amendment deadline. Bidders must make sure that they use the final version of this form and checklist for their responses.