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THE COMMONWEALTH OF MASSACHUSETTS

DEPARTMENT OF PUBLIC HEALTH BUREAU OF HEALTH CARE SAFETY AND QUALITY th

Address: 99 Chauncy Street, 11 Floor, Boston MA 02111 Contact Name: Kim Schippers Telephone #: 617-753-8239 Fax #: 617-753-8170 Email : [email protected]

Request for Response (RFR) Document Title: Records and Document Storage Small Procurement COMMBUYS BID Number: BD-15-1031-BHCSQ-HCS03-00000001665 DPH RFR Document Number: 505319

September 22, 2014

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and 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 Purchasing Department, including requests for clarification. The Purchasing Department 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 Purchasing Department to be lost or rejected by any means including email or spam filtering. To register go to www.COMMBUYS.com.

Procurement Category: Services

Object Code: JJ2

Activity Code:

4826

This is a small procurement targeted to small businesses participating in the Commonwealth's Small Business Purchasing Program (SBPP). The Department intends to evaluate bid responses from and to award a contract to a SBPP-participating business(es) who submit a bid that meets or exceeds the solicitation criteria only. Subcontracting in these types of procurements is limited to no more than 20% of the value of the contract, unless it is with another SBPP registered participant. If determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive bid, the Department will evaluate and award bid responses received from non-SBPP businesses. To determine eligibility and to participate in the SBPP, please review the requirements and general program information at www.mass.gov/sbpp.

1.1 Procurement Scope and Description: The Massachusetts Department of Public Health (DPH) seeks a qualified Contractor to provide:   

Records storage of hard copy Agency records on an as-needed basis. A clean, secure, climate controlled storage area for storage of approximately 1,000 Cubic Feet of Agency hardcopy records with the possibility of expansion over the term of the contract. Retrieval will be minimal; this request is predominately for storage

The Contractor will also provide the following additional services:  

Indexing of all boxes of records, individual record indexing not required Quarterly and yearly reports, as needed.

This is a competitive procurement process. Private for-profit and non-profit entities, public organizations, including educational institutions, and minority and women-owned businesses are encouraged to apply.

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1.2 General Information: A. Bidder’s Experience and References: 1. The Bidder must have a minimum of five years’ experience providing the services described in this RFR. 2. The Bidder must submit a list of three clients (with contact information) for whom Bidder has provided such services reflected in this RFR within the five (5) most recent consecutive years preceding the release of this RFR. Please submit on the attached reference sheet. 3. The Bidder must be registered on CommBuys 4. Questions may be submitted to [email protected]

1.3 Applicable Procurement Law Check Appropriate Box (“X”):

Type of Purchase

Executive Branch Goods and Services Goods and Services Human and Social Services Legal Services Grants

Applicable Laws

MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00 MGL c. 7, § 22, § 22N; c. 30, § 51, § 52; 801 CMR 21.00; 808 CMR 1.00 MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b) MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815 CMR 2.00

1.4 Whether Single or Multiple Contractors Are Required For Contract(s:

Check One (“X”): Single Contractor Multiple Contractors

1.5 Calendar Rule Type:

Check One (“X”):

Type Standard Open Rolling

Procurement will not be reopened after the Bid Opening Date (Response deadline date) May be reopened at a time and for a duration as deemed necessary by the Department.

Bidders may submit unsolicited proposals during the entire contract period.

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1.6 Acquisition Method:

Check All Applicable (“X”):

Category Fee-For-Service Outright Purchase Rental Term Lease Tax Exempt Lease-Purchase License Other:

1.7 Use of a Procurement by a Single or Multiple Departments:

Check One (“X”):

Eligible Entities Limited User Contract – Restricted to Use by Issuing Entity Only. Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:  Identify additional Eligible Entities by name or type. The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.8 Expected Duration of Contract: Anticipated Initial Duration up to: 9 months; Anticipated Renewal Options: 3 options to renew for 1 year each option Final End Date of this Contract: 6/30/2019

1.9 Anticipated Expenditures, Funding Or Compensation For Expected Duration

Estimated Value of Procurement (Including Anticipated Renewal Options): Amount $ 48,000.00 Check One (“X”): Contract will have a Maximum Obligation Rate Contract: Contract will NOT have a Maximum Obligation Amount Subject to Quotes by Pre-Qualified List of Contractors 3|Page

Will Federal Funds be used to fund any part of Contract(s)? No Yes

To What extent?

Funds Balance Forward Requirement for Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year without a formal contract amendment re-authorizing these funds. The maximum obligation of the contract will automatically be reduced by the amount of the unspent funds from the prior fiscal year.

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Mandatory Technical Specifications - Hardcopy Records 1.

Storage of Hardcopy Records The Bidder must agree to: Provide a secure storage space for approximately 1,000 cubic feet of Agency hardcopy records with the possibility of expansion over the term of the contract.

2.

Retrieval of Hardcopy Records for Audits The Bidder must: Provide authorized employees of the Agency and/or State or Federal Auditors access and assistance to inspect, retrieve and audit any hardcopy records with a 24 hour notice at the Bidder’s location during normal business hours (9:00 AM to 5:00 PM Local Time). Provide a work area for the Agency and/or State or Federal Employees to perform inspections and audits.

3.

Request and Retrieval of Hardcopy Records The Bidder must: Provide required services on all days that the Agency is open for business. Adhere to the following Agency daily procedures in relation to any Bidder’s procedures as described in the detailed description below: a.

4.

Request and Retrieval Procedures for Hardcopy Records The Bidder agrees to: 1)

Receive electronic or faxed requests for retrieval of boxes from any and all authorized individuals by 3:00 PM (Local Time) on any Agency business day.

2)

Deliver requested records within two days to the designated drop-off point in the building located at 99 Chauncy Street, Boston, MA 02111.

3)

Maintain a list of all Authorized Users with corresponding Division, Department and telephone number and in the event an individual not listed on the Authorized User list requests hardcopy records.

Delivery and Pickup of Hardcopy Records a.

Delivery of Hardcopy Records The Bidder agrees to: 1)

th

Deliver all hardcopy records requested to 99 Chauncy Street, 11 Floor.

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2)

b.

5.

6.

Pickup of Hardcopy Records The Bidder agrees to: 1)

Pickup all hardcopy records at 99 Chauncy Street on an as needed basis. No more than once a month.

2)

Pickup orders on all hardcopy records placed before 4:00PM on a business day will be picked up within two Business days.

3)

At time of pick up, present a copy of the Driver’s manifest indicating total number of boxes of hardcopy records picked up to the Agency employee who signed the manifest.

Daily/Monthly/Yearly Reports The Bidder agrees to submit the reports described below: a.

Yearly Cost and Activity Report: This report must show all costs and activities associated with each and every service supplied during the Fiscal or Calendar year based on Agency needs

b.

Quarterly Inventory Report: This report must show all current inventories sorted by Department ID, Department Name, Box Number, and total box count.

c.

Quarterly Record Destruction Report: This report must show the life cycles of the hardcopy records to be destroyed in relation to their creation date and the scheduled destruction date. Awarded bidder will not be responsible for the destruction of records.

Supplies (Hardcopy Activity) The Bidder must agree to provide the following supplies to the Agency statewide at all locations for the proper storage of hardcopy records:   

2.1

Transport all hardcopy records for delivery and/or pickup in sound, durable boxes/envelopes within the confines of the Bidder’s delivery vehicles and/or priority delivery. All transport shall be done by secured vehicles.

Hardcopy corrugated file boxes with covers with a minimum 200lb. pressure test capacity. Bar coded labels or equal. Transmittal sheets for Inventory Management

Mandatory Technical Specifications - All Records 1.

Storage Facility Specifications The Bidder must provide a storage area with sealed floors, ceilings/roofs and walls to prevent water damages to Agency records. All doors and walls leading to the physical storage areas must be fire insulated. In order to protect Agency records from insects and rodents, the storage facilities must have a pest control program in place that will insure the quality of Agency records are not diminished. The Bidder must have the storage facility protected with an alarm system wired to the local police and fire departments or to a security service to protect Agency records. Access to the storage area must be controlled and restricted to authorized contractor employees and escorted visitors.

2.

Physical Move The awarded Bidder must pick up all pre-packed existing hardcopy records from 99 Chauncy Street, Floors 11, 3, and 2 in Boston and transport them to the awarded Bidder’s location. These records are

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currently packed in Bankers Boxes measuring 12 x 12 x 24”. The Agency strongly prefers that the transition/physical move be made within Four (4) business days after contract award. If the Bidder cannot make the transition/physical move within the Four (4) business day period, the bidder must specify the shortest possible period in excess of Four (4) business days in which it is capable of accomplishing the transition/physical move. The initial number of hardcopy record boxes to be transported is approximately 100. (12 x 12 x 24) The awarded Bidder must, for the initial pick- up only, pick up before business hours. All boxes must be removed from the building prior to 8:30 am. This is a landlord requirement and will only apply to the initial pick up. All subsequent pick-ups may be completed during business hours. The freight elevator is next to a side entry door (36 x 84) that can be accessed from the street, there is no loading dock.

3.

2.2

Confidentiality The awarded Bidder shall comply with M.G.L. C.66A and Executive Order 504 if the Bidder becomes the “holder” of “personal data.” The Bidder shall also protect the physical security and restrict any access to personal or other Agency data in the Bidder’s possession, or used by the Agency in the performance of a Contract, which shall include, but is not limited to, the Agency’s records, documents, files, software, equipment or systems.

Costs

Standard/Daily Operational Costs: The Bidder is required to complete the attached Cost Sheet which identifies the cost of various standard and daily operational services required in this RFR. In addition, the Bidder is also required not to change the Cost Sheet from its original version. The Bidder agrees to identify any additional specifications and or requirements that are not listed in the Cost Sheet that may have an effect on the performance of services. The Bidder must identify any additional services/costs not listed that may have an effect on the performance of these services on a separate sheet. The Bidder’s additional Cost Sheet must be all inclusive reflecting all possible business operational costs, such as but not limited to, receiving, handling, transportation, faxing, photocopying, daily or monthly reports.

3.0 Performance Requirements and Contract Monitoring The Department of Public Health is endeavoring to deliver the best value to facilitate our needs. However, it is important to measure the contractor’s performance to ensure the contract is in compliance with what has been requested and what the contractor has offered in this RFR. The following performance areas will be subject to measurement: 1. 2. 3. 4.

Timely Delivery (Commodities, Services, Reports, Billing, etc.) Responsiveness to Departmental Inquiries Quality of Deliverables (Commodities, Services, Reports, etc.) Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

The PMT shall negotiate with contractors any requirements not set forth in the RFR 4.0 Contract Invoicing Invoices for payment must be submitted to the DPH authorized designee for review and approval on a monthly basis. All invoices shall be submitted electronically when possible and shall detail the costs incurred during the previous monthly period. Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. Please see Forms and Terms Screen.

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5.0 Evaluation Criteria Responses will be reviewed by the DPH staff. Responses will be evaluated and scored according to best value principles and the criteria found in the Evaluation Criteria below. Reviewers will be instructed to consider reductions to proposals which are internally inconsistent, unclear, and/or do not respond fully to the requests made in the RFR. The Response must be submitted on or before the due date and time. All Responses must convey all of the information requested in order to be considered responsive. If the Response does not conform to the essential requirements of this RFR, DPH may determine that the variance is significant enough to consider the proposal non-responsive. The Evaluation Criteria are as follows: 

 



Bidder’s Experience Budget/Costs Past Performance and Supplier Evaluation Discounts

The qualified Bidder(s) providing the best value for the Agency will be awarded the Contract. Prompt Payment Discounts (PPD) All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. 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 on the OSD Forms page and in this solicitation at the COMMBUYS Bid Solicitation; File Attachments Section.

6.0 Estimated Procurement Calendar EVENT

DATE

RFR Release Date

9/22/2014

Deadline for Questions and Answers

9/29/2014, 1:00 PM

All Questions must be received in writing. Questions must be sent by email no later than the date and time indicated in the Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. All Questions with answers will be posted on the COMMBUYS Q&A section for this procurement. Please send questions to [email protected] The BID opening date

[email protected]

10/6/2014, 2 PM

(Deadline for Submission of Response) Anticipated Contract Start Date

7.0 Submission of Responses:

10/10/2014

See Procurement Calendar for deadline date, time, and location.

1. Bidders are required to submit their Response via Commbuys, be sure to attach the Cost Sheet, Prompt Pay Discount sheet, and Reference sheet to the Bid. 7|Page

8.0 RFR Attachments: The following forms must be fully completed and are required for submission. The forms listed below are included in the Attachments tab of this RFR.

  

Cost Sheet - Hardcopy Records References Prompt Pay Discount

To assist bidders in identify the purpose of the attachments for this procurement; the forms posted on the COMMBUYS attachment section have a prefix according to the following chart:

REQ

Required

COMPREQ

Comptroller Required

READ

Read Only

INFO

Informational

Must complete and return document with application If not already on file with the Comptroller complete and sign in blue ink and return with application Read only documents that do not need to be returned with the application. Document is for informational purposes and will be required at the time of contract/engagement

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