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Request for Bid UNIVERSITY OF MASSACHUSETTS REQUEST FOR BID UNIVERSITY WIDE CONTRACT OFFICE SUPPLIES, COPIER PAPER & TONER RFB UA1 8 - JM- 6022 SUBMITTED BY THE UNIVERSITY OF MASSACHUSETTS, PROCUREMENT DEPARTMENT, AMHERST MA 01003 SPONSORED BY THE UNIVERSITY OF MASSACHUSETTS PURCHASING COUNCIL AMHERST, BOSTON, DARTMOUTH, LOWELL, WORCESTER, & THE PRESIDENT'S OFFICE TABLE OF CONTENTS SECTION PAGE # SECTION I - General Information 1 SECTION II - Terms and Conditions 3 Contract Duration 4 Contract Use 4 Bid Evaluation Criteria 4 Vendor Questions 5 Pre-Bid Conference Information 5 Bonfire Bid Submissions 5 Implementation Schedule 6 SECTION III – THE BID RESPONSE 7 Delivery 7 eProcurement (Jaggaer fka SciQuest) 8 Diversity Spend 9 Minimum Order Size Options 10 Sustainability 11 References 11 SECTION IV – BID PRICING 11 Optional Pricing Proposal 12 Policy for Merchandise Returns 13 Paymode-X – Use required by awarded vendor 14 Special Programs & Opportunities 14 Attachment A - Standard Office Supplies, Toner & Paper Attachment B - United or SP Richards Stationer’s Catalog Categories Attachment C - NOTE: To simplify the review process and to assist with making a valid comparison between the Proposals, the format for all Proposals must be consistent with the format in Sections 4A, 4B, and 4C. In addition, the Financial Bid Form(s) must be completed and signed by an authorized company representative. BID SPECIFICATIONS OFFICE SUPPLIES, COPIER PAPER & TONER SECTION I – GENERAL INFORMATION Introduction: The University of Massachusetts Purchasing Council requests bids for a system-wide contract for miscellaneous office supplies, copier paper and toner. This includes campuses at Amherst, Boston, Dartmouth, Lowell, and Worcester, as well as the President’s Office, and various satellite locations throughout the Commonwealth. A short description of each location is listed below. Amherst: The University of Massachusetts Amherst, (UMA) established in 1863 under the original land Grant Act, is one of todays leading centers of public higher education in the Northeast. Amherst is the flagship campus of the University system and consists of more than 125 buildings and 250 departments located on 1,400 acres of land in Amherst, MA. Each building contains numerous departments, on multiple floors, some without elevators. Access to the inner campus and to the loading docks at the buildings is strictly controlled so as to minimize vehicular traffic on pedestrian ways that are used by approximately 30,000 faculty, staff, and students. Currently, satellite operations include locations in Waltham, Wareham, Gloucester, Pittsfield, Belchertown, Greenfield, Holyoke, and Springfield. Boston: The Boston Campus (UMB) 100 Morrissey Blvd. 02125) is located on Columbia Point in the Dorchester neighborhood of Boston. The site consists of 8 building with gross square footage of approximately 2.3 million sf. There are 180 departments that can potentially make purchases against an office supply contract. The primary loading dock, available to vendors, allows easy access to the entire campus facility. Two new buildings (Integrated Science Building, 2014 and the General Academic Building I, 2015) are to be opened during the contract term. In addition to Columbia Point campus, there are a few remote sites that need to be considered as part of the University, currently they are: Institute of Community Inclusion – 20 Park Plaza, Boston UMass Childcare – Harbor Point Blvd. Dorchester, MA College of Advancing and Professional Studies-150 Mount Vernon St., Boston Nantucket Field Station – Nantucket, MA Dartmouth: The Dartmouth (UMD) main campus is located in the town of Dartmouth. The 710 acre campus is located between New Bedford and Fall River and consists of 148 departments housed in 21 buildings, which are accessed by roads and loading docks available for direct delivery to buildings There are satellite locations in New Bedford and Fall River, MA. UMass Dartmouth has more than 8500, faculty, staff and students. Lowell: The Lowell Campus (UML) consists of about 30 major buildings where significant quantities of office supplies are consumed. These buildings are located at four distinct geographic centers within the City of Lowell and Town of North Chelmsford. Distance between locations varies from one to several miles. Office supplies must be delivered by the vendor via “inside delivery” directly to the various departmental points of use. Access to the various buildings and delivery points is often through narrow or restricted roadways. Roadways frequently serve as walkways for a daytime population that exceeds 10,000 faculty, staff, and students. Many buildings do not have loading docks or elevators. Interior hallways may be narrow and constricted. This campus does not use centralized storage and distribution for office supplies. 1 Worcester: The University of Massachusetts Medical School (UMMS) was established in 1962, UMMS's mission is to achieve national distinction in health sciences education, research, and public service, and, with its clinical partner, UMass Memorial Health Care, national distinction in clinical care. The Worcester campus, located in central Massachusetts, is one of the fastest growing academic medical centers in the country and is home to the Commonwealth's only public medical school. In just over three decades, UMMS has emerged as one of the pivotal academic health institutions in the Commonwealth. Extramural research funding is greater than $178 million, placing UMMS in the top 40 among the nation's medical schools in funding. The UMMS main campus is located at 55 Lake Avenue North in Worcester on 67 acres, and UMMS employs approximately 6,700 people. UMMS has many locations throughout the state that would order from this contract. President’s Office Shrewsbury Collaborative Services Facility (CSF): The CSF serves the administrative and programming needs of the University of Massachusetts System and is located at 333 South Street, Shrewsbury, MA. The University requires that all bids be based on delivery to a customer designated delivery point at any of the current or future locations. “Desk-top” delivery is the term used in this RFB. Definitions & Terms: The following definition and terms will apply to this RFB: BUYWAYS: University eProcurement System - uses the Jaggaer (fka SciQuest) platform. All University purchase orders flow thru BuyWays. It is mandatory that the awarded vendor will have to interface their system with BuyWays for all orders. CAMPUS CONTACT: The individual at each location who is responsible for overseeing the implementation and ongoing management of the contract at his/her campus/location. The Campus Contact will work in conjunction with the Contract Manager and the Vendor to implement the contract, manage price adjustments, resolve disputes, etc. CATEGORIES: Specific product categories have been designated in this RFB. The vendor is required to provide pricing as requested for all categories for each bid option quoted. CONTRACT MANAGER: The named individual who is responsible for coordinating the implementation and on-going management of the entire contract. For this contact that person is: John O. Martin, Director of Procurement and Campus Services located on the Amherst Campus. CUSTOMER: Any department or unit of the University. COLLABORATIVE SERVICES FACILITY (CSF): refers to the UMass Office in Shrewsbury, MA ESTIMATED PURCHASES: Historic purchase of miscellaneous office supplies, copier & printer toner & paper by the University is approximately $3.2 million annually based on 2017 purchases. This is an estimate and is to be used as a guideline only. UMass does not guarantee the purchase of any specific quantity nor does it guarantee a minimum purchase amount under this contract. PURCHASING COUNCIL: The contract awarding authority, comprised of the Chief Procurement Officer from each campus and the CSF. PURCHASING/PROCUREMENT: Interchangeable terms within the context of this RFB. SATELLITE OPERATIONS: Any current or future University affiliated locations. SELECTION COMMITTEE: The contract bid review committee, comprised of University representatives of each campus and the CSF. UNIVERSITY: Same as University of Massachusetts, UMass or UMass System. VENDOR: Any vendor that may respond to this RFB 2 AWARDED VENDOR: The firm who receives an award based on the best response to this RFB. SECTION II – TERMS AND CONDITIONS 1. Certification of Tax Status: Pursuant to Massachusetts General Law, Chapter 62C, Section 49A, the bidder certifies under penalties of perjury that to the best of the bidder’s knowledge and belief, they have filed all state tax returns and paid all state taxes required by law. 2. Certification of Non-Collusion: Pursuant to Massachusetts General Law, Chapter 7, Section 22 (20), the bidder certifies under penalties of perjury that their bid is in all respects bona fide, fair, and made without collusion or fraud with any person, joint venture, partnership, corporation or other business or legal entity. 3. Conflict of Interest: The University of Massachusetts may by written notice to the bidder, terminate the right of the bidder to proceed under the contract award if UMass determines that gratuities in the form of entertainment, gifts, or otherwise were offered or given by the bidder, or agency or representative of the bidder, to any officer or employee of UMass with a view towards securing the agreement or securing favorable treatment with respect to the awarding or amending of the making of any determinations with respect
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