SECTION VII. PROPOSAL EVALUATION CRITERIA
VII.5 Programmatic
The following programmatic consideration, while not indicative of a Contractor’s individual merit, will be relevant to the process of selecting proposals that will best achieve the overall goals of the User Agencies. Programmatic criteria will be considered only when there is parity between the technical and cost portions of the submittal.
A. Minority/Women-owned Business Enterprises (M/WBE). OGS encourages the participation of M/WBE firms in its contracting programs.
CONTRACTOR’S BID SUBMITTAL CHECKLIST
The following checklist is intended to acquaint the bidder with all items of information that must be submitted with the bid. Failure to submit any item may result in rejection of the bid. All of the following questions should be able to be answered in the affirmative if your proposal is complete:
Does the proposal include:
1. GENERAL PROPOSAL APPEARANCE
A. Binding of the Proposals YES______ NO______
Is the proposal bound with the official name of the firm submitting the proposal on the outside front cover of each binder, together with the name OGS Procurement Services Group as given in Section II.1 of the RFP?
B. Table of Contents YES______ NO______ Does it incorporate a Table of Contents listing each section?
C. Index Tabs YES______ NO______
Is each major section (Section I, Section II, etc.,) of the proposal identified with index tabs to identify the major sections of the proposal as they are named in the Table of Contents?)
D. Page Numbering YES______ NO______
Is each page numbered?
E. Copies of Proposal YES______ NO______ Are there two (2) copies of the proposal? Each copy must contain original signatures. 2. PROPOSAL CONTENT
Does the proposal include a section for each of the following?
A. Executive Summary YES______ NO______
Is there a brief description and history of the company? Does it include experience with the removal & disposal of Medical Waste?
B. Qualifications Description YES______ NO______
Do you describe how the company meets each of the qualifications outlined in Section IV?
1. Is there a company profile? Is the company local, regional, or national in scope? Does it indicate the length of time in business, and include an organizational chart that identifies the Contractor’s organization, and any subcontractors to be utilized.
2. Are resumes of all key personnel (including sub-contractors) included? Are the project manager(s) identified?
3. Is there a management plan, which identifies and describes the follow items? a. How the effort will be planned, directed and controlled.
b. Arrangements for, and coordination of, any sub-contractors, consultants, team arrangements or joint ventures.
c. How personnel will be phased into the effort.
d. The anticipated relationship of User Agency management and staff to the Contractor including an explanation of what User Agency staff may be utilized to do and how overall coordination between the User Agency and the Contractor will occur.
D. Experience YES______ NO______
Is the company’s experience with Medical Waste Removal & Disposal described? E. Miscellaneous YES______ NO______ Under this section, does the proposal include:
Completed Bid Proposal Form, Agency Certification (with Address, Fed. ID NO., etc.), and Corporate Acknowledgment Form which is notarized. Are there two (2) completed copies each with original signatures?
Completed MACBRIDE Fair Employment Principles form?
F. References YES______ NO______
Did you submit all three (3) references required?
G. Notarized Statement (On Letterhead) YES______ NO______ Attesting to name, address, telephone number, Federal ID number, EPA ID number, EPA ID number and any other ID numbers required for handling, transporting, recycling and disposing of medical waste.
H. Copies of Licenses YES______ NO______ All Federal, State and local licenses and permits and letters of approval issued by Government Agencies for handling, transporting, recycling and disposing of medical waste.
I. Other Bid Submittal Requirements YES______ NO______ Have you provided with your bid all applicable documents and information as required in Section IV?
ATTACHMENT NO. 1
LIST OF REGIONS
STATEWIDE
Outlined below are the various regions to be bid and the counties within each region. The regions are based upon geographic standard statistical metropolitan centers and the prevailing wage schedule included in this specification. Actual specific locations for service will be determined by the State agencies utilizing this contract and the Contractor will be paid at the rate bid in a mini-bid process for the county or region within which the facility being bid resides.
Region 1 Region 2 Region 3 Region 4
Nassau Suffolk Bronx Kings New York Queens Richmond Orange Putnam Rockland Westchester Dutchess Sullivan Ulster
Region 5 Region 6 Region 7 Region 8
Columbia Greene Schoharie Albany Rensselaer Saratoga Schenectady Clinton Essex Warren Washington Franklin St. Lawrence
Region 9 Region 10 Region 11 Region 12
Fulton Hamilton Herkimer Lewis Madison Montgomery Oneida Broome Chenango Delaware Otsego Cayuga Cortland Jefferson Onondaga Oswego Chemung Schuyler Steuben Tioga Tompkins
Region 13 Region 14 Region 15
Genesee Livingston Monroe Ontario Orleans Seneca Wayne Wyoming Yates Erie Niagara Allegany Cattaraugus Chautauqua
ATTACHMENT NO. 2
PROJECT DEFINITION
FOR
MEDICAL WASTE REMOVAL & DISPOSAL
Utilizing OGS Proposal No. 3768
at
<FACILITY NAME>
<Date of Issue>
TABLE OF CONTENTS
PAGE NO. 1.0 General Overview ...3 2.0 Location ...4 3.0 Inquiries ...4 4.0 General Requirements...4 5.0 Term...4 Bid Proposal FormAppendices:
Note: All appendices in original RFP Proposal No. 3768 and resulting contract are applicable to this Project Definition. These include Appendix A, General Conditions, Insurance Requirements, M/WBE goals, MacBride Principles and Prevailing Wage Rates.
Note: All italics required that the user agency make a decision to
retain the text as is, delete the text or modify it by substituting the
agency’s name or information. This note should be deleted prior to
bidding.
1.0 GENERAL OVERVIEW
1.1 Background:
A. Pickup Schedule
B. Anticipated amount of medical waste generated by this facility C. Estimated length of time for security check per pickup (if applicable)
D. Request the type of pricing that is in the best interest of your agency (i.e. per box or per pound). It at this time you are uncertain as to which type is the most beneficial, you may request both types and make your decision during evaluation of the bids.
Note: If a Contractor has not provided a not to exceed price, in response to the original RFP for one of the types of pricing, they will not be eligible to be considered for an award in that pricing category.
E. Other pertinent information that a vendor should be aware of in order to provide the lowest possible bid.
1.2 Scope:
The <Agency Name> is seeking specific bids from existing Contractors to perform medical waste removal & disposal at the facility specified herein.
1.3 Key Events/Dates:
Event Date Time
Project Definition Release _____
Closing Date for Inquiries _____
Submission of Bids _____ _____
Time Estimates/Goals
Bid Evaluation and Selection _____
Award _____
2.0 LOCATION
2.1 Project Site Description:
A. Address
B. Project site description including a general overview of pickup location & instructions
C. Site contact person & telephone number
3.1 All inquires concerning this Project Definition will be addressed to:
3.2 All questions should be submitted in writing, citing the particular Project Definition section and paragraph number. Prospective Contractors should note that all clarifications and exceptions including those relating to the terms and conditions of the contract are to be resolved prior to the submission of a proposal. Answers to all question of a substantive nature will be given to all Contractors in the form of a formal addendum , which will be annexed to and become part of the ensuing contract.
4.0 GENERAL REQUIREMENTS
4.1 All Terms and conditions of the Office of General Services RFP Proposal No. 3768 and resultant contract shall apply to this project description except as supplemented by or amended herein.
4.2 The State will not be liable for any expense incurred by the Contractor as a consequence of any traffic infraction or parking violations attributable to employees of the Contractor. 4.3 The <Agency Name> representative reserves the right to reject and bar from the facility
any employee hired by the Contractor.
4.4 CANCELLATION FOR CONVENIENCE
The State of New York retains the right to cancel this contract without reason provided that the Contractor is given at least sixty (60) days notice of its intent to cancel. This provision should not be understood as waiving the State's right to terminate the contract for cause or stop work immediately for unsatisfactory work, but is supplementary to that provision. Any such cancellation shall have no effect on existing Agency Project Definition agreements, which are subject to the same 60 day discretionary cancellation or cancellation for cause by the respective user Agencies.
5.0 TERM
5.1 This project shall start on _______________________________and shall end on the expiration date of the original RFP (i. e.: April 30, 2004). All other terms of the RFP shall apply here.
CONTRACT NO.______________
(To be completed by Agency)
NYS Agency Address
City, State, Zip Code
BID PROPOSAL FORM
NOTE: Bid Proposal Form must be completed and signed in triplicate herein.
Gentlemen:
____________________________________________________ agrees to provide all necessary Medical Waste Removal & disposal Service in accordance with OGS Proposal No. 3768 and this project definition for the price bid below. The Contractor further certifies that these prices do not exceed his/her bid in the initial OGS Proposal No. 9263 and resultant contract.
NOTE: Agencies should request pricing as per the instructions in Section 1.1D of this Project Definition (i.e., per Box and or per Pound. THIS NOTE SHOULD BE DELECTED PRIOR TO BIDDING.
A) Cost per BOX $____________
B) Cost perPound $____________
____________________ ______________________________
CONTRACT NO._______________
(To be completed by Agency)
AGENCY CERTIFICATION (In addition to the acceptance of this contract, I also certify that original copies of this signature page will be attached to all other exact copies of this contract.) Principal place of business is the location of the primary control, direction and management of the enterprise.
State of
Bidder’s Principal Place of Business
AGENCY SIGNATURE CONTRACTOR'S SIGNATURE
________________________________ _______________________________ DATED _________________________ _______________________________ PRINT NAME TITLE Reviewed by: _________________ _______________________________ COMPANY ADDRESS CITY STATE/ZIP TELEPHONE NUMBER
FEDERAL I.D. NUMBER
DATE
NEW YORK STATE NEW YORK STATE
ATTORNEY GENERAL'S SIGNATURE COMPTROLLER'S SIGNATURE
CORPORATE ACKNOWLEDGMENT
STATE OF }
: SS.: COUNTY OF }
On the day of in the year 19 before me personally came , to me known, who, being by me duly sworn did depose and say that _he resides in
; that _he is the of the , the corporation described in and which executed the above instrument; and that _he signed his/her name thereto by order of the Board of Directors of said corporation.
Notary Public
Is your firm registered with the NYS Department of State? Yes No If NO, and offered a contract within NYS, are you willing
to register with the Department of State? Yes No
PARTNERSHIP ACKNOWLEDGMENT
STATE OF }
: SS.: COUNTY OF }
On this day of in the year 19 before me personally came
to me known and known to me to be the person who executed the above instrument, who, being duly sworn by me, did for himself/herself depose and say that _he is a member of the firm of
consisting of himself/herself and , and that _he executed the foregoing instrument in the firm name of , and that _he had authority to sign same, and _he did duly acknowledge to me that _he executed the same as the act and deed of said firm of
, for uses and purposes mentioned therein.
Notary Public INDIVIDUAL ACKNOWLEDGMENT
STATE OF }
: SS.: COUNTY OF }
On the day of in the year 19 before me personally came
, to me known to be the same person described in and who executed the within instrument and he/she duly acknowledged to me that he/she executed the same.
Notary Public
COMPANY NAME
ATTACHMENT NO. 3
USAGE REPORT
NEW YORK STATE OFFICE OF GENERAL SERVICES QUARTERLY REPORT FOR THE PERIOD (MONTH/YEAR):
PROCUREMENT SERVICES GROUP USER AGENCY CONTRACT USAGE
Contractor Name and Address Contract Title Date Submitted
Federal I.D. No. Contract No. Proposal No.
LIST USER AGENCIES LOCATION(s) OF SERVICE GENERAL DESCRIPTION OF WORK DOLLAR VALUE (PER YEAR)
APPENDICES
- Contract Insurance Requirements - Bid Proposal Form
- Signature Page - Notary Page
- MACBRIDE Fair Employment Principles - Vendor Responsibility
CONTRACT INSURANCE REQUIREMENTS
The successful bidder must without expense to the State procure and maintain, until final acceptance by the Commissioner of General Services of the work covered by this proposal and the contract, insurance of the kinds and in the amounts hereinafter provided, in insurance companies authorized to do such business in the State of New York, covering all operations under this proposal and the contract, whether performed by it or by subcontractors. Before commencing the work, the successful bidder shall furnish to the Commissioner of General Services a certificate or certificates, in form satisfactory to said Commissioner, showing that it has complied with the requirements of this section, which certificate or certificates shall state that the policies shall not be changed or canceled until thirty days written notice has been given to said Commissioner. The kinds and amounts of required insurance are:
a. A policy covering the obligations of the successful bidder in accordance with the provisions of Chapter 41, Laws of 1914, as amended, known as the Workmen's Compensation Law, and the contract shall be void and of no effect unless the successful bidder procures such policy and maintains it until acceptance of the work
b. Policies of Bodily Injury Liability and Property Damage Liability Insurance of the types hereinafter specified, each within limits of not less than $500,000 for all damages arising out of bodily injury, including death at any time resulting therefrom sustained by one person in any one occurrence, and subject to that limit for that person, not less than $1,000,000 for all damages arising out of bodily injury, including death at any time resulting therefrom sustained by two or more persons in any one occurrence, and not less than $500,000 for damages arising out of damage to or destruction of property during any single occurrence and not less than $1,000,000 aggregate for damages arising out of damage to or destruction of property during the policy period: 1. Contractor's Liability Insurance issued to and covering the liability of
the successful bidder with respect to all work performed by it under this proposal and the contract.
2. Protective Liability Insurance issued to and covering the liability of the People of the State of New York with respect to all operations under this proposal and the contract, by the successful bidder or by its subcontractors, including omissions and supervisory acts of the State.
CONTRACT NO.______________
(To be completed by Agency)
NYS/OGS Procurement Services Group Corning Tower - 38th Floor
The Governor Nelson A. Rockefeller Empire State Plaza
Albany, New York 12242
BID PROPOSAL FORM
NOTE: Two (2) copies of the Bid Proposal Form must be completed and each signed with original signatures.
Gentlemen:
____________________________________________________ agrees to provide all necessary removal and disposal of Medical Waste in accordance with the specifications in this proposal, including the costs of containers for the prices indicated on the following pages:
A vendor may bid on one region, several regions or all regions provided they can deliver reasonable service to the region bid.
COMPANY NAME___________________________________ Region No 1: Long Island (Nassau & Suffolk Counties)
Item 1: Not to exceed bid, per pickup, for removal & disposal of Infectious Regulated Medical Waste. Pertinent information such as building location, pickup schedule, type of pricing (per box or per pound), estimated amount of medical waste generated by the specific facility, estimated length of security delays and any other unusual circumstances will be provided by the specific Agency customer in their project definition.
Sub-Item 1A: Not to exceed bid per box $__________
Sub-Item AB: Not to exceed bid per pound $__________
Vendor will provide at no additional cost all labels, packing materials and some type of approved storage container (Box). Either the disposable cardboard container with a red puncture resistant plastic liner of 3 mil. minimum thickness or an approved reusable plastic container. Containers and “Red Bags” must have all required identification including the infectious waste symbol. Trailers or storage lockers will be provided by the vendor at no additional cost to customers that have a sufficient volume of Medical Waste to require large storage.
Description of storage container (Box):
Weight in pounds (Lbs.) of empty container (Box) ____________________
Dimension (in Inches) ____________________
Capacity (in Cubic Feet) ____________________
Material Used in Construction: Cardboard_____ Plastic_____ Other_____
Note: In order to provide equality in evaluation for Contractors who provide reusable plastic containers and Contractors who provide disposable cardboard containers all bills for per pound charges must exclude or deduct the weight of the container. That is, if the weight of the cardboard containers are included in the total weight at the time of pickup, the bill must include a deduction of charges for two (2) pounds (the estimated weight of a cardboard container) multiplied by the number of containers picked up.
COMPANY NAME___________________________________ Region No. 1 (continued)
Item 2: Cost per container for “Sharps Containers” in the following approximate sizes. (Vendors are required to list a cost only for the sizes that they can readily provide).
Size Reference to Manufacturer/Supplier & Model #
1 Quart $ Sage Model 8900-MW, Devon Model 4800 3.2 Quart $ B-D Model 305471
5 Quart $ Sage Modes 8513-MW, B-D Model 305443 or 305445 (d.4 Qt.) 6.9 Quart $ B-D Model 305489
8.2 Quart $ B-D Model 305490 9.2 Quart $ B-D Model 305478 1 Gallon $ Devon Model 4801
2 Gallon $ Sage Model 8965-MW, Devon Model 4802, B-D Model 305460/479 3 Gallon $ Sage Model 8522-MW
3.5 Gallon $ B-D Model 305464 4 Gallon $ Devon Model 4804 5 Gallon $ B-D Model 305491
6 Gallon $ B-D Model 305481 or Model 305457 7.5 Gallon $ Devon Model 4808
8 Gallon $ Sage Model 8980-MW 16 Gallon $ B-D Model 305440 Syringe Cup $ Devon Model 4850
Sage = Sage Products Inc., Devon Industries, Inc., B-D - Becton Dickinson
Bidder may substitute Sharps Container (of approximately the same size) from other manufacturers provided they are of equal quality and thickness to those listed above. All containers must be suitable for incineration or autoclaving. If a substitute is used the Bidder must indicate the manufacturer’s name, model #, and size below. Detailed product literature must be provided with this bid for any Sharps Containers not listed above.
Cost
COMPANY NAME___________________________________ Region No. 1 (continued)
Item 3: Cost per box for “Red Bags” in the following approximate sizes. (Vendors are required to list a cost only for the sizes that they can readily provide).
Size, in. Case (Price per count)
8" x 12" _______ per _______ 14" x 19" _______ per _______ 19" x 23" _______ per _______ 25" x 35" _______ per _______ 36" x 45" _______ per _______ 37" x 48" _______ per _______ 38" x 48" _______ per _______
All bags must be suitable for autoclaving and meet the 165g dart drop test as required by ASTM